Best Marketing Automation Tools And How I Put Them To Work
Marketing moves fast. If I had to do everything manually, I’d never keep up. That’s why I rely on automation. The right tools save hours, reduce mistakes, and keep my brand consistent.
In this post, I’ll cover:
- The marketing automation tools I use in 2025
- How I fit them into my daily workflow
- Which tools I tested but didn’t keep
- Tips for setting them up the right way while keeping a human touch
1. Email Marketing Engine – ActiveCampaign
Why I chose it: I’ve tested several email platforms over the years, but ActiveCampaign won me over for being powerful without feeling clunky.
What I use it for:
- Welcome sequences: 5 automated emails introducing who I am, what I do, and how I can help
- Lead nurturing: Targeted offers based on tags and behavior instead of generic blasts
- Re-engagement: Automated check-ins for inactive contacts
Daily workflow:
- Every morning, I check automation reports
- If open rates drop, I tweak subject lines
- If click rates dip, I test new calls-to-action
Why it works for me: Flexible enough for both simple one-off campaigns and complex launch flows.
2. CRM and Sales Pipeline – HubSpot
Why I chose it: Other CRMs felt too basic or overly complex. HubSpot hit the sweet spot.
What I use it for:
- Tracking every lead from first contact to closed deal
- Automating follow-up reminders
- Logging calls and emails without manual entry
Daily workflow:
- Each morning, I check my HubSpot task list to see who to follow up with and what stage they’re in
Why it works for me: Keep everything notes, emails, meeting history—in one place so I never lose track of a lead.
3. Social Media Scheduling – Buffer
Why I chose it: Posting in real time works for personal accounts, but for business, it’s chaos.
What I use it for:
- Batch-creating posts for LinkedIn, Instagram, and Facebook
- Scheduling content at optimal engagement times
- Reviewing analytics for each platform
Daily workflow:
- Schedule a week’s worth of posts in under an hour
- Check and respond to comments personally each morning
Why it works for me: Keeps my posting consistent without being glued to social media.
4. Analytics and Tracking – Google Analytics + Leadfeeder
Why I chose it: Marketing without data is guessing.
What I use it for:
- Tracking where traffic comes from
- Identifying pages that lead to conversions
- Seeing which companies visit my site (via Leadfeeder)
Daily workflow:
- Check top-performing pages weekly
- Update high-traffic blogs with fresh content
Why it works for me: Gives me more than numbers—it shows who’s visiting and what matters to them.
5. Task and Project Management – Trello
Why I chose it: Automation isn’t only for external marketing—internal processes matter too.
What I use it for:
- Planning content calendars
- Assigning tasks to team members
- Automating due-date reminders
Daily workflow:
- Review my board first thing in the morning
- Move completed tasks into “Done”
Why it works for me: A visual system that keeps campaigns on track at a glance.
Tools I Tested But Didn’t Keep
- Mailchimp: Easy to start, but limited for advanced automation
- Hootsuite: Feature-heavy but slower than Buffer
- Salesforce: Excellent for large enterprises but overbuilt for my needs
Lesson: Just because a tool is popular doesn’t mean it’s right for you.
How Automation Saves Me Time
Automation handles repetitive tasks so I can focus on strategy and creativity.
Examples:
- My CRM sends 50 follow-ups while I work on content strategy
- Buffer posts daily updates while I focus on client projects
The balance: I automate the first step but keep the follow-up personal to maintain real connections.
Setting Automation Up the Right Way
Bad automation feels like spam. Good automation feels personal.
My setup checklist:
- Tags & segments: Group contacts by interest, not just sign-up date
- Flows: Map out every step before building
- Testing: Send test messages before going live
Skipping setup risks sending the wrong message to the wrong person.
If You’re Just Starting
Don’t set up five tools at once. Start small:
- Email marketing: ActiveCampaign or Mailchimp
- CRM: Track leads from day one
- Social scheduling: Buffer or Later
Once those run smoothly, layer in analytics and project management.
Final Thoughts
Marketing automation isn’t about replacing human effort, it’s about multiplying it.
The right tools:
- Save hours
- Keep campaigns on time
- Ensure no lead falls through the cracks
Pick tools that fit your style, set them up with care, and let them amplify not replace your personal touch.
