The newsletter

💌 A system that knows his clients

19 September 2026

buildwitholi

[AGENDA] In today's newsletter

  • [UPDATE] Back from Zimbabwe
  • [CASE STUDY] A system that knows his clients
  • [RESOURCE] The noise leaves your inbox every evening
  • [THE ECOSYSTEM] Let's get your business AI native

[UPDATE] Back from Zimbabwe

Hey,

Sorry for the delay in getting this out, I've just come to the end of an amazing break in Zimbabwe, which has been such a treat.

Five lions lying on and around a termite mound in dry grassland, Zimbabwe

Back to the hustle and bustle of self-employment, excited to see what we can build and achieve on the run up to Christmas.

[CASE STUDY] A system that knows his clients

This week's is a personal trainer, small-group sessions from six in the morning, and an online programme he wants to get off the ground alongside them.

What he wanted from all of it, in his words, was a system to help him with his Friday check-ins, something that currently only lives in his head.

Now every Friday, he runs the check-in skill and it:

  • Pulls the list of client names from his CRM, along with their goals and the injuries they're working with.
  • Gets their booking details from the previous week.
  • Asks him for any additional information.
  • Then drafts the responses for him to send.
Hand-drawn sketch. Friday, he runs the check-in skill, which takes his CRM with names, goals and injuries, last week's bookings, and what he adds, and drafts the replies for him to send, with a loop back from his feedback to the skill

And if he feeds back what he likes and doesn't like about a response, the skill updates itself.

And in his words, from the testimonial he recorded for the site, "Now, in my ecosystem, I just call up the details, and it remembers everything that I've put in there, communications, voice notes, everything. So as a one-man band, it feels like I've got two or three hours saved every single week."

[RESOURCE] The noise leaves your inbox every evening

The latest skill I've set up for myself is awesome.

Personally, I'm a real stickler for a clean inbox.

But man, that takes time to keep in order.

So I built a skill to do it for me.

It runs every evening and:

  • Files away the definite junk, calendar acceptances, bulk mail, no-reply senders, out-of-office replies.
  • Moves each one into a 'Tidied' folder rather than deleting it.
  • Leaves anything from a person exactly where it is, unless the chain is finished.
Hand-drawn sketch. The inbox, then the closed list, matches outright or it stays, one arrow to filed and labelled Tidied, one click back, one arrow to left alone, a person, money, anything unread, and a line underneath, each night what I binned and what I rescued becomes a proposed rule

The cool bit is that it's conservative, if it isn't sure, it leaves the email alone, and a wrong call is one click back.

And it learns, every night it looks at what I've binned by hand and what I've pulled back out of 'Tidied', and proposes a new rule for me to say yes or no to.

If you want the skill, the page has it, installed with one prompt that interviews you and runs it once, and the line that puts it on every evening.

Read it →

[THE ECOSYSTEM] Let's get your business AI native

Hopefully you've been enjoying these, and if you've found yourself wondering how all of this could work for your business, please reach out.

I'm back full time from the 21st, and if you're a business owner that's swamped in admin that's stopping you getting after the things that actually matter, I'd love to have a chat about getting your ecosystem set up, the same way the founders in these case studies have.

Book a call →

Chat soon,

Oli

@buildwitholi on Instagram

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