Automation Magic: Streamlining Sales and Event Planning for The BlackTies

The BlackTies is a group of magicians based in Sydney. They started in 2015, cold-calling event organizers for a chance to perform. Over the years, they have grown significantly, performing at more than 300 events a year. They position themselves as full-time entertainers specializing in big corporate events. The group operates as a team of magicians, not an agency, working together to provide as much magic as possible. They pride themselves on their creativity and artistry, and their business model reflects this, with each member contributing to the group's performances and creative output.

The BlackTies, a Sydney-based magician group, faced a significant challenge in managing their growing business. As the group expanded, performing at over 300 events a year, they found themselves overwhelmed with administrative tasks such as managing leads and updating spreadsheets. The group's business model, which positioned them as a 'boy band' of magicians rather than an agency, meant that they were handling all these tasks internally. One member, Julian, was spending his entire work week transferring information from emails to Trello cards and updating each card to ensure that all necessary information was available for each event. However, this was not a sustainable solution as it took away from Julian's ability to express his creativity and perform, which was his primary role within the group. Furthermore, the group was struggling to manage their system, feeling overwhelmed even though they were only receiving about 200 leads per year.

The solution to The BlackTies' challenge came in the form of automation through Zapier. Co-founder Scott Zhou discovered Zapier through a podcast ad and realized that it could automate many of the tasks that Julian was doing manually. Zapier's App Directory included all the apps that The BlackTies used to run their business, allowing them to automate tasks such as generating a Trello card or a deal in Pipedrive whenever they received an email or a customer submitted a form on their website. This freed Julian to focus on developing creative magic for the group. The BlackTies also used Zaps to get leads from their website into their CRM and move information from their CRM into the platform they used to manage performances. For example, when a new lead was logged in a Google Sheet, a Zap would automatically create a person and deal in Pipedrive. Another Zap would create a Trello card with all necessary information whenever a deal was created in Pipedrive.

• The implementation of Zapier has had a transformative effect on The BlackTies' operations. The automation of tasks has freed up the group members to focus on their core roles as entertainers, particularly Julian, who was previously burdened with administrative tasks. The group is now able to manage a significantly higher volume of inquiries, which has allowed them to scale their business effectively. The use of Zaps has streamlined their workflow, ensuring that all necessary information is readily available for each event. This has not only saved time but also improved the accuracy and efficiency of their operations. The group is now better positioned to handle their growing business, and they can do so without compromising their creativity and performance.

• The BlackTies now easily manage 1,000 inquiries per year, up from 200 before implementing Zapier.

• The use of Zapier has cut The BlackTies' back end management time by 95 percent.

• The group's inquiry volume has more than quadrupled in the past five years, thanks to the efficiency brought by Zapier.