Enquiries go cold
A website form or an introduction arrives while you're with a client. By the time you reply, they've spoken to someone else.
Connect
The CRM Rhythm
Your CRM, inbox and calendar working together, so nothing slips.
Most owner-led businesses don't lack a CRM, an inbox or a calendar. They lack the time to keep them working together. The CRM Rhythm connects the tools you already use so every morning starts with a prioritised list, drafted replies and briefed meetings, and every enquiry and conversation lands in your CRM without retyping.
Download the brochure (PDF)Sound familiar?
These are the patterns I see most often in owner-led SMEs whose CRM has drifted from its original purpose.
Business cards in a drawer
Great conversations at networking events, but the follow-ups slip because nobody typed them up.
The CRM is out of date
It was set up with good intentions. Now it's only as current as the last time someone had a spare hour.
The inbox runs the day
You start with email and finish with email. The important replies get the least thought.
Proposals wait for a quiet week
Opportunities stall at "I'll send something over" because there's never a clear block to write it.
Walking into meetings cold
Five minutes before a call you're searching emails to remember what was last agreed.
What it does: a daily and weekly rhythm
A set of scheduled routines runs in the background and reports to you once, in plain English. Nothing is sent, deleted or overwritten without you.
| Routine | When | What it does for you |
|---|---|---|
| Morning task report | Every weekday, before you start | Overdue and due-today CRM tasks in one list, the three that matter most, and emails already drafted for follow-ups. |
| Inbox triage | Every weekday morning | Sorts new email into Urgent, This week, FYI and Low priority, with draft replies to the urgent ones. |
| Enquiry follow-up | Hourly in working hours | Every new website or email enquiry, and every introduction, gets a same-day follow-up task in your CRM. |
| Meeting briefs | Every weekday morning | Who you're meeting, your history with them, open opportunities and 2-3 points to raise. |
| Meeting notes into CRM | Hourly | Recorded meetings become CRM notes, follow-up tasks and proposed new contacts and deals. |
| Weekly pipeline review | Monday morning | Every open deal without a next step gets one; stale deals and overdue close dates are flagged. |
| Focus-time planner | Sunday evening | Books protected blocks for client work, proposals and follow-ups around your meetings. |
| Industry news digest | Daily or weekly | Relevant changes from the suppliers, platforms or sector news you care about. |
Works with what you already have. Most popular CRMs (for example Capsule, HubSpot, Pipedrive, Zoho), Google Workspace or Microsoft 365 for email and calendar, and common meeting note-takers. Compatibility is confirmed in the discovery call before you commit.
How we get there
Four to six weeks from first call to a rhythm that runs on its own.
- 1
Rhythm discovery
Week 1A 90-minute session to map how enquiries, meetings and follow-ups really flow today, which tools you use, and where time leaks.
- 2
Design
Weeks 1-2A one-page rhythm plan: which routines, when they run, what they may and may not touch, and your working pattern for focus time.
- 3
Build and connect
Weeks 2-3Routines set up and connected to your CRM, email, calendar and meeting notes, with your categories, pipelines and tone of voice.
- 4
Approve-first trial
Weeks 3-5For two weeks new contacts and deals are proposed, not created. You approve with a one-word reply while we fine-tune.
- 5
Hand over and Rhythm Care
OngoingSwitch to automatic where you're comfortable. Rhythm Care keeps every routine running and accurate as your business and tools change.
You stay in control
Drafts, never sends
Emails are drafted for you to review. Nothing goes out in your name without your click.
Adds, never overwrites
New tasks and notes are added; existing records are not edited or deleted.
Facts only
Everything comes from your own CRM, inbox and meetings. Gaps are left as clear placeholders.
Your accounts, your data
Routines run on your own subscriptions. You can pause or remove them at any time.
What changes for your business
Every enquiry followed up the same day: Speed of response is often the difference between winning and losing a lead.
A CRM that stays current: Meetings, enquiries and follow-ups land in the CRM automatically, so the pipeline you see is the pipeline you have.
Mornings that start with a plan: One message with what's overdue, what's due and what matters most, with drafts ready to send.
More time for paid work and proposals: Focus time is booked for you and protected from the inbox.
Networking that turns into business: Every conversation gets a follow-up task on the day, not when you next remember.
Independent advice: Built around your tools and process, not a vendor's sales target.
Who it's for
- Owner-led businesses of 1-10 people where the owner still wins most of the work.
- Firms that already have a CRM but find it drifting out of date.
- Businesses that win work through enquiries, introductions and networking, and lose it when follow-up slips.
- Owners who want more time for client work and proposals, not another system to learn.
Pricing
Fixed prices, three levels. A one-off set-up, then Rhythm Care each month to keep your routines running. Moving up later is straightforward.
Essentials
Stop enquiries going cold.
£1,450
one-off set-up
£195/month
Rhythm Care
- Enquiry follow-up (every new enquiry gets a same-day CRM task)
- Morning task report with drafted emails
- Inbox triage with drafted replies
- 1 user, 3 connected tools
- Approve-first trial (2 weeks)
Rhythm Care: monthly check that your 3 routines ran correctly, fixes and adjustments.
Book a rhythm checkGrowth
The full rhythm.
£2,950
one-off set-up
£295/month
Rhythm Care
- Everything in Essentials
- Meeting briefs before each meeting
- Meeting notes turned into CRM notes, tasks and new contacts
- Weekly pipeline review
- Weekly focus-time planner
- Industry news digest
- 1 user, up to 6 connected tools
Rhythm Care: everything in Essentials care for all routines, plus a monthly summary of what ran and what changed.
Book a rhythm checkTeam
For owner + team.
From £4,500
one-off set-up
from £450/month
Rhythm Care
- Everything in Growth
- Up to 5 users, each with their own rhythm
- Shared pipeline review for the owner
- Custom routines for your process
- Quarterly rhythm review
Rhythm Care: full Rhythm Care plus AI Oversight, an independent monthly check of all AI use in the business.
Book a rhythm checkAdd AI Oversight to Essentials or Growth
Add an independent monthly check of all the AI and automation in your business (accuracy, data quality and running costs, with a plain-English report) for £150/month on top of your Rhythm Care, instead of £400/month standalone. Included as standard in Team.
Rhythm Care, AI Oversight or CRM support?
Rhythm Care
Keeps your CRM Rhythm routines running: checks they ran, fixes anything that breaks when a tool changes, and adjusts what they flag or draft. Covers the routines only.
AI Oversight
An independent monthly review of all AI in your business, including vendor add-ons and other automations: accuracy, data quality, running costs and a plain-English report.
Ongoing CRM Support
Care for the CRM itself: configuration, data, users and training.
- 50% of the set-up fee is payable to book, the balance at hand-over. Rhythm Care is billed monthly in advance, with a 3-month minimum.
- Your own software subscriptions (CRM, email, meeting note-taker and AI assistant plan) are paid directly by you.
- No CRM yet, or not sure yours is right? Start with the Fit-First Plan and we'll build the rhythm around the right system.
- Need something bespoke? The AI Automation Build covers custom projects from £3,500.
Common questions
Book a free 30-minute rhythm check
We'll look at how enquiries and follow-ups flow in your business today and whether the CRM Rhythm is a fit.