How to use the IF / THEN rules for a more productive business


Conditional “rules” of the type si-this-then-that they are more common than you might think. They mean that if A is true, then you must take action B. Otherwise, you have to take action C. Think about it with an analogy about your upcoming weekend: Yes it’s quite sunny then you will go to the beach, if not, you will stay at home.

Just think about where you can find the rules If then. You will realize that they are everywhere in the decisions you make every day.

But did you know that you can also apply them in your business? Establish clear type rules If then in your company is one of the best ways to boost productivity and optimize processes, as well as a fundamental part of any automation strategy.

The reason for this improvement in productivity has to do with the fact that determining clear rules that trigger automated actions at the right time will eliminate the need to make decisions on a case-by-case basis. As a result, you will greatly reduce the amount of repetitive decisions that you can have now on your schedule and free up time for work that requires attention and concentration.

That is why in this article we will analyze how you can introduce these types of rules. If then to streamline your processes and provide more efficiency to your business.

How to use the rulers If then in your business

Think about the structure of a workflow

A workflow or workflow is the way you do your work. If you visualize it mentally, it is a series of steps that must be completed in sequence. The same happens with the conditional rules of If then. So, think about the workflows you use most often.

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For example, here is a list of emails that you can send to a lead to drive them to become a customer that follows the following flow:

  1. Someone finds your business in a Google search.
  2. He subscribes to your email list.
  3. You send a welcome email instantly.
  4. You send an email with new content after 1 week.
  5. You send a new email after 2 weeks.

With the right tool, you can automate these steps so that the right emails are sent at the right time without having to do it manually.

Yes someone subscribes to your mailing list, then Your email marketing tool automatically sends a sequence of personalized messages at predetermined intervals.

This radically reduces the time and cost of acquiring new customers.

Here’s an example of an automated email workflow. This tool sends the right email to the right people, based on their subscriptions and interests:

Example of workflow or workflow in a software to automate

You can also create automated internal workflows for common processes in your company such as:

Tools with extensive automation features like HubSpot make creating these internal workflows a breeze. With a drag-and-drop workflow builder, you can quickly make workflows suitable for handling your own rules of procedure. If then:

Workflow in HubSpot

List the common actions your customers take

Another way to apply the rules If then in your company is thinking about your customer journey.

Before even considering automation, it might help to list common steps that most people take before becoming customers. This allows you to be present for your leads at the right time.

A simple version for an ecommerce could be:

  1. A person visits your website.
  2. You send out retargeting ads that remind them about your store.
  3. They go back to your store and click the “Buy Now” button when they’re ready.
  4. You send personalized emails that show other products that might interest them.
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Once you understand your customer’s customer journey, you can identify areas where you can apply automations based on the conditional rules of If then.

For example, Yes one of your customers requests baby shoes in your online clothing store, then Your email marketing tool may send you a discount code for certain sets of children’s clothing.

4 examples of rules If then to use in your business

1. Yes a customer submits a support ticket, then notify the account manager

Some popular customer support software, such as Zendesk or Freshdesk, offer built-in options for creating workflows that alert the right people when certain conditions are met.

For example, we love how Freshdesk describes its automation functionality as “A sorting hat for every ticket” (A sorting hat for each ticket).

Integrated option to create a Freshdek workflow or workflow

A common rule of If then for support teams it is to alert the account manager when one of the customers submits a ticket. This so that they can guarantee a timely response.

A similar example is alerting an account manager when a customer submits a negative NPS score and then following up to fix underlying issues.

two. Yes a new lead enters the CRM system, then add it to the mailing list

By connecting your CRM and your email marketing tool, you can trust that new lead data is instantly synced in the right places.

HubSpot’s data sync software is designed to solve rules If then of this type. For example: Yes a contact is in HubSpot, then you sync it in two ways between the same software and Mailchimp:

IF / THEN rule applied in HubSpot's PieSync

3. Yes a customer completes an order, then give you a discount code

If you are using an ecommerce platform, such as WooCommerce or Shopify, you can have a built-in option to send automated emails through your integrated email service provider.

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Sending automated discount codes is a simple rule of thumb. If then to reward your store customers and encourage them to come back.

Four. Yes a user does not wish to be contacted, then change your subscription status in other tools

When you connect your email marketing tool with other marketing applications, you can keep the subscription status between them updated in real time.

For example: if a contact is marked as “Do Not Contact” in Pipedrive, then their subscription status must be updated in Mailchimp. This rule provides an easy way to adhere to GDPR policies and respect the contact preferences of your audience. For example:

Example of applying the IF / THEN rule in PieSync

Integrate your apps with HubSpot’s data sync software to use rules If then that increase productivity

What is HubSpot’s data sync software? It is a two-way synchronization solution that keeps the correct data perfectly connected between your favorite business applications, such as your CRM and your email marketing platform.

With the rules If then That determine how your applications are synchronized, the software allows your business tools to communicate with each other and exchange data according to the clear conditions that you establish.

Additionally, with HubSpot’s automation software you can forget from endless data cleaning tasks and automatically correct date properties, format names, and more with new out-of-the-box automations.

Jerry Gordon

About Jerry Gordon

Webmaster, nature and tech lover. Jerry manages the day-to-day operations at DigiToolsadvisor. He loves enjoying his free time, but most of all, trying new tools to master.