Real-Time Founder Tracking: How to Collect Progress Data Without Being Annoying
- Yaniv Corem
- 13 hours ago
- 8 min read
I was on a coaching call with a program manager who looked exhausted.
"I love helping founders," she said. "But I spend maybe 20% of my time doing that. The rest is... admin. Sending reminder emails. Updating spreadsheets. Copying data between systems. Scheduling workshops. Sending follow-ups."
She paused.
"I didn't become a program manager to be a glorified admin assistant."
Here's the uncomfortable truth: if you're spending more than 20% of your time on repetitive, administrative tasks, you're wasting your talent.
Not because admin work doesn't matter—it does. But because you shouldn't be the one doing it.
Most of what program managers call "busy work" can be automated. And I don't mean "hire someone to do it." I mean actually automated—with tools, scripts, and simple workflows that run themselves.
Let me show you the 10 tasks every program should automate, how to automate them, and how much time you'll get back.
Why Automation Matters (More Than You Think)
Before we dive into the how, let's talk about why this matters.
It's not just about saving time.
Yes, automation saves time—10-15 hours per week for most programs. That's huge.
But there are three other reasons automation matters:
Reason 1: Consistency
Humans forget things. We send one reminder email but not the next. We update one system but not another. We're inconsistent.
Automation doesn't forget. Once you set it up, it runs the same way every time.
Reason 2: Scale
Manual processes work fine when you're running one cohort with 10 founders. They break when you're running three cohorts with 40 founders.
Automation scales effortlessly. Whether you have 10 founders or 100, automated emails still send, data still syncs, reminders still fire.
Reason 3: Mental Load
When you're manually managing 50 tasks ("Did I send that reminder? Did I log that session? Did I update the founder's status?"), your brain is full.
Automation frees up mental space for the work that actually requires your judgment and expertise—like coaching founders, managing mentors, and making strategic decisions.
The 10 Tasks You Should Automate (Starting Today)
Alright, let's get specific. Here are the tasks that drain the most time—and how to automate them.
Task 1: Application Confirmation Emails
The manual way: When a founder applies, you manually send them a confirmation email: "We received your application. We'll review it and get back to you by [date]."
The automated way: When a founder submits your application form → automatically send a confirmation email.
Tools: Typeform/Google Forms + Zapier + Gmail
Time saved: 2-3 hours per application cycle
How to set it up:
Create an email template in Gmail
Build a Zap: "New Typeform submission" → "Send email via Gmail"
Personalize with merge fields (use applicant's name, etc.)
Pro tip: Include FAQs in the auto-reply to reduce "Did you get my application?" emails.
Task 2: Acceptance/Rejection Notifications
The manual way: After selection, you manually email each founder to tell them they were accepted (or rejected).
The automated way: When you update a founder's status in your CRM to "Accepted" or "Rejected" → automatically send the appropriate email.
Tools: Airtable/HubSpot + Zapier + Gmail
Time saved: 3-5 hours per cohort
How to set it up:
Create two email templates: one for acceptance, one for rejection
Build a Zap: "Record updated in Airtable" (status field changes)
Add a filter: If status = "Accepted", send acceptance email. If status = "Rejected", send rejection email (use Paths in Zapier).
Pro tip: For rejection emails, consider adding a manual review step before auto-sending (use "Create draft in Gmail" instead of "Send email").
Task 3: Onboarding Task Sequences
The manual way: When a founder is accepted, you manually send them a series of onboarding emails: "Welcome!", "Complete your profile", "Join our Slack", "Book your kickoff call", etc.
The automated way: When status changes to "Accepted" → automatically trigger a 5-email onboarding sequence sent over 7 days.
Tools: HubSpot (has built-in sequences) or Zapier + Gmail with delays
Time saved: 5-8 hours per cohort
How to set it up (with Zapier):
Create 5 email templates (Day 0, Day 1, Day 3, Day 5, Day 7)
Build a Zap with delays:
Trigger: Status = "Accepted"
Action 1: Send Email 1 (Welcome)
Delay: 1 day
Action 2: Send Email 2 (Complete profile)
Delay: 2 days
Action 3: Send Email 3 (Join Slack)
(Continue for all 5 emails)
Pro tip: Use HubSpot's free CRM if you're running multiple cohorts—it has email sequences built in and it's easier than managing delays in Zapier.
Task 4: Workshop/Session Reminders
The manual way: Before each workshop or office hours session, you manually email founders: "Reminder: Workshop tomorrow at 2 PM."
The automated way: When a workshop is added to your calendar → automatically send a reminder email 24 hours before.
Tools: Google Calendar + Zapier + Gmail
Time saved: 2-3 hours per cohort
How to set it up:
Create a dedicated Google Calendar for program events
Build a Zap: "Event starting in 1 day" → "Send email to attendees"
Use event details in the email (pull workshop title, time, Zoom link)
Pro tip: Also send a 1-hour reminder via Slack for higher attendance rates.
Task 5: Mentor Session Logging
The manual way: When a founder books a mentor session via Calendly, you manually log it in your CRM.
The automated way: When a session is booked → automatically create a record in your CRM.
Tools: Calendly + Airtable/HubSpot (via Zapier)
Time saved: 3-5 hours per cohort
How to set it up:
Build a Zap: "New event scheduled in Calendly" → "Create record in Airtable"
Map Calendly fields to your CRM:
Invitee name → Founder name
Invitee email → Email
Event name → Session type
Event time → Session date/time
Pro tip: Use Calendly event types to categorize sessions (mentor session vs. office hours vs. workshop).
Task 6: Progress Update Collection
The manual way: Every week, you manually chase founders: "Please send me your progress update!"
The automated way: Every Friday at 5 PM → automatically send a progress update form to all active founders.
Tools: Airtable Automations or Zapier Schedule + Google Forms + Gmail
Time saved: 2-3 hours per week (yes, per week)
How to set it up:
Create a simple progress update form (Google Forms or Typeform)
Build a Zap: "Every Friday at 5 PM" → "Send email with form link to all active founders"
Pull founder emails from your CRM (use "Find records in Airtable")
Pro tip: Include specific questions: "What did you accomplish this week? What's blocking you? What do you need help with?" Makes submissions more useful.
Task 7: Milestone Tracking & Alerts
The manual way: You manually review each founder's progress and check if they've hit their milestones.
The automated way: When a founder submits a progress update → automatically check if they've hit key milestones and alert you if they're falling behind.
Tools: Airtable Automations or Zapier with conditional logic
Time saved: 2-4 hours per week
How to set it up:
Define milestones in your CRM (Week 4: MVP launched, Week 8: First 10 customers, etc.)
Build an automation: "When progress update submitted"
Check current week vs. milestone
If behind schedule → Send Slack alert to you
Pro tip: Don't alert on every small delay. Set thresholds (e.g., only alert if 2+ weeks behind).
Task 8: Stakeholder Reporting
The manual way: At the end of each month, you manually pull data from five systems, create charts, and write a stakeholder update.
The automated way: At the end of each month → automatically compile key metrics into a report draft.
Tools: Airtable + Google Sheets + Zapier or Data Studio
Time saved: 3-5 hours per month
How to set it up:
Centralize your key metrics in one place (Airtable or Google Sheets)
Build a dashboard (Google Data Studio or Airtable Interface)
Automate a monthly export: "On the 1st of each month" → "Send dashboard link via email"
Pro tip: Don't try to fully automate the narrative. Auto-generate the numbers, but write the story yourself (that's where your insight matters).
Task 9: Demo Day Logistics
The manual way: You manually send demo day invites, collect RSVPs, send reminders, compile attendee lists, send Zoom links, etc.
The automated way: Use Eventbrite or Luma for demo day → automate invites, RSVPs, reminders, and follow-ups.
Tools: Eventbrite/Luma + Zapier (optional for syncing to CRM)
Time saved: 5-8 hours per demo day
How to set it up:
Create your demo day event in Eventbrite (free for free events)
Eventbrite automatically handles: registration, confirmation emails, reminders, attendee tracking
Optional: Connect to Zapier to sync RSVPs to your CRM
Pro tip: Segment your invite list (investors vs. mentors vs. press) and send tailored invites to each group.
Task 10: Alumni Check-Ins
The manual way: Every quarter, you manually email alumni: "How's it going? What's new with your startup?"
The automated way: Every 3 months → automatically send alumni a check-in survey.
Tools: Airtable Automations or Zapier Schedule + Typeform + Gmail
Time saved: 3-5 hours per quarter
How to set it up:
Create an alumni check-in form (Typeform works great)
Build a Zap: "Every 3 months on the 1st" → "Send email with form link to all alumni"
When they respond → Automatically log responses in your CRM
Pro tip: Offer value in exchange for responses. Example: "Complete this 3-minute update and we'll send you our latest startup resources + intro to investors."
The Automation Priority Matrix
You can't automate everything at once. So where do you start?
Use this matrix to prioritize:
Task | Time Saved | Ease of Setup | Priority |
Application confirmations | 2-3 hrs/cycle | Easy | High |
Acceptance/rejection emails | 3-5 hrs/cohort | Easy | High |
Session reminders | 2-3 hrs/cohort | Easy | High |
Progress update collection | 2-3 hrs/week | Easy | High |
Onboarding sequences | 5-8 hrs/cohort | Medium | Medium |
Mentor session logging | 3-5 hrs/cohort | Medium | Medium |
Milestone alerts | 2-4 hrs/week | Medium | Medium |
Stakeholder reporting | 3-5 hrs/month | Hard | Low (automate last) |
Demo day logistics | 5-8 hrs/event | Easy | Medium |
Alumni check-ins | 3-5 hrs/quarter | Easy | Low (nice to have) |
My recommendation: Start with the top 4 (marked High). Set those up in Week 1. Then add 2-3 more each month.
Common Automation Mistakes
Before you start, watch out for these traps:
Mistake 1: Automating broken processes
If your manual process sucks, automating it just means it sucks faster.
Fix the process first, then automate it.
Mistake 2: Over-automating communication
Not every email should be automated. Founders can tell when they're getting a canned message.
Automate transactional stuff (confirmations, reminders, logistics). Keep relationship-building stuff personal (tough conversations, check-ins with struggling founders, congratulations on wins).
Mistake 3: Not monitoring your automations
Automations break. Zapier goes down. APIs change.
Check your automations weekly. Set up failure alerts (Zapier will email you when a Zap fails).
Mistake 4: Forgetting the human touch
Even automated emails should sound human. Use:
First names (personalization tokens)
Conversational language ("Hey!" not "Dear Sir/Madam")
Your actual signature (not "The [Program Name] Team")
Mistake 5: Building everything yourself
You don't need to become a Zapier expert overnight.
Hire a freelancer on Upwork ($30-50/hour) to set up your first 3-5 automations. Watch them build it. Then you can maintain and tweak it yourself.
How Much Time Will You Actually Save?
Let's do the math.
If you automate these 10 tasks:
Application confirmations: 2 hrs/cycle × 3 cycles/year = 6 hrs/year
Acceptance/rejection emails: 4 hrs/cohort × 3 cohorts = 12 hrs/year
Workshop reminders: 2.5 hrs/cohort × 3 cohorts = 7.5 hrs/year
Progress updates: 2.5 hrs/week × 40 weeks = 100 hrs/year
Onboarding sequences: 6 hrs/cohort × 3 cohorts = 18 hrs/year
Session logging: 4 hrs/cohort × 3 cohorts = 12 hrs/year
Milestone alerts: 3 hrs/week × 40 weeks = 120 hrs/year
Stakeholder reporting: 4 hrs/month × 12 months = 48 hrs/year
Demo day logistics: 6 hrs/event × 3 events = 18 hrs/year
Alumni check-ins: 4 hrs/quarter × 4 quarters = 16 hrs/year
Total: 357 hours saved per year
That's nearly 9 full work weeks.
What could you do with an extra 9 weeks?
The Bottom Line
If you're spending 30-40% of your time on repetitive admin work, you're not being "hands-on." You're being inefficient.
Most of what program managers call "busy work" can be automated in a few hours using simple tools like Zapier.
Start with the high-priority tasks: application confirmations, acceptance emails, session reminders, and progress updates. You'll save 5-10 hours per week immediately.
Then layer in more automation over time.
Your job isn't to be a data entry clerk. It's to help founders build great companies.
Automate the busy work so you can actually do that job.
.
.
.
Ready to automate your program? I've created an Automation Starter Pack with pre-built Zap templates for all 10 tasks, setup guides, and troubleshooting checklists—so you can copy-paste and go live in hours, not days. Download it here.
You might also find the Time Savings Calculator helpful—it shows you exactly how much time you'll save by automating each task and helps you prioritize. Grab it here.
This post is part of a series on program operations and scale for accelerators, incubators, and startup studios. If you found this useful, you might also like: "The Tool Stack Audit," "The Integration Playbook," and "From Spreadsheets to Systems."
Comments