Let’s get one thing straight: Having good tools means nothing without a strategy to use them. In business, systems are what create results. When marketing your digital products or service offers, automation systems likeManyChat aren’t just helpful—they’re essential. But only if you use them right. Because there is indeed a way to misuse them.
You’ve seen it before.
You comment, “Happy Monday” on someone's Instagram post, and BOOM, you receive a DM inviting you to their next webinar.
It feels invasive and tacky to send someone something they didn’t ask for, and worst of all, it's ineffective.
But the truth is, ManyChat is a powerful marketing tool when it’s done with intention. If you take pride in creating memorable and intentional experiences for your customers, keep reading. I’ll explain how we’re using ManyChat as areal business system—not a gimmick—for our brand’s product ecosystem.
Why Your Business Systems Must Be Organized for Automation to Work
Software is only a tool. Imagine trying to put on a nut bolt with a hammer. You wouldn’t get very far, and you’d most likely end up frustrated.
You don’t need more software. You need the right system that supports the best use of that tool, driving streamlined execution and sales.
When strategy is missing from your ManyChat software:
- You get leads, but not the right people.
- You get content interaction, but that doesn’t lead to sales.
- You’re grabbing their attention, but losing it in the same breath because you’re overwhelming them with invitations.
I get it. We’re all in business, and of course, we want to ensure sales. But I believe in people over profit and ensuring customers have a great experience with our brand over anything.
What Is ManyChat and How Does It Work for Your Service-based Business?
ManyChat is a chatbot automation platform that allows you to connect with your audience through platforms like Instagram DM, Facebook Messenger, and SMS.
At its core, it:
- Automates DMs when someone comments on a specific word in your post
- Delivers links to digital products, lead magnets, or service offers instantly
- Segment people based on interest—so you’re not just talking to everyone, you’re talking to buyers
When used right, it becomes part of your marketing automation system—built around quality strategy, not just quantity.
Why an Organized ManyChat System Improves Customer Experience and Retention
Here’s the problem: most people use ManyChat like a digital megaphone. They just want the link seen.
But dropping your products and offers into the DMs of everyone who crosses your page isn’t a strategy—it’s like throwing spaghetti at the wall.
When you have multiple products, services, or even brands, your automation needs to help people make clear decisions, not confuse them with noise.
ManyChat should operate like a guide, taking different segments of your audience on a purposeful journey to the best-fit product or offer, not just any product.
Let’s walk you through building your ManyChat System Strategy.
How to Set Up an Organized ManyChat System to Sell Your Services
1. Audit Your Offers
List every digital product, lead magnet, or service you have. For each product, ask:
- Who is the product for specifically?
- What ultimate problem does it solve?
- What is the person thinking or needing right before they want this?
- What outcome are they trying to reach?
- What are the top three words that come to mind when they think of the product?
That’s your keyword territory. Now, you’ll use this information to create a strategic keyword strategy that doesn’t overwhelm your audience.
2. Create Strategic Keywords (Not Random Ones)
Most people mess up here: they choose keywords that make sense on the surface, but in reality, they trigger the wrong audience or flood their DMs with people who have no intent to buy.
The biggest mistake? Using words that anyone in your industry would say casually.
For example:
- “Google” – If you're a Google Ads strategist, this word will trigger every time someone mentions the platform, not your offer.
- “Lipstick” – Your audience might compliment lipstick without wanting to purchase yours.
- “Planner” – Commonly said by anyone in the productivity space—not just buyers.
- “Content” – Creators use this word in conversation constantly. It’s not specific enough to indicate buying intent.
Avoid generic terms that could trigger the wrong message. You want:
- Specific phrases tied to product names or objectives
- Keywords your audience wouldn’t say casually in conversation
- Phrases that align with buying behavior, not just curiosity
Examples from our business system:
- “Ready to Launch” → Service Launch Organizers, speaking to the entrepreneur ready to move past ideation to execution.
- “SOP ASAP” → Our SOP Guide helps business owners document their operations fast.
- “Email Matters” → Beyond Social Email Marketing Guide for owners who value email but need a system.
- “Get It Done” → Our Execution Coaching service, for entrepreneurs tired of circling ideas and ready to finish what they start.
This isn't fluff—it's strategic automation that leads to real sales.
3. Write Auto-Replies That Boost Engagement (and Still Feel Like You)
Once someone comments on your keyword, your account can automatically reply to that comment. This isn’t just about customer service—it’s a strategy to boost engagement rates, keep the post active in the algorithm, and show up more in the feed.
But here’s where most brands fall flat:
They either ignore the auto-reply feature or send something robotic and lifeless like “Sent you a DM!”
Instead, your auto-replies should:
- Reflect your brand personality and tone
- Use warm, welcoming, or witty language (if that fits your style)
- Keep engagement going, don't kill it
Think of this reply as your brand saying, “Hey, I see you—let me help you take the next step.”
Examples:
- “Got you! This system has been a game-changer. Check your DMs 👀”
- “Yes! This one's gonna get you organized and in motion. Just sent it over.”
- “You’re on the right track—head to your inbox for the full resource.”
- “We don’t play about productivity. Just messaged you the system.”
- “Sent! Can’t wait for you to dig into this. Let us know how it works for you.”
Bonus Tip: Vary the replies slightly per post or campaign to keep things fresh and more human.
4. Design DM Messages With Clear Direction
Once the keyword is triggered, the DM automation begins. And this part? It’s crucial.
Your DM flow should:
- Speak your market’s language
- Take the person directly to the right product, system, or offer
- Include appropriate tagging to segment them for follow-up marketing
- (Optional) Offer a relevant upsell or next step (like joining a waitlist or booking a session)
This is your moment to lead your audience to exactly what they need—without friction.
You're not building random automations. You're building a guided experience through your product ecosystem.
Final Thoughts: Why Organized Automation Systems Help You Sell Smarter
Using automation tools like ManyChat without a strategy is like building a house without a blueprint. You can hammer away all day, but it won’t last.
Tools don’t scale businesses. Systems do.
ManyChat can help you sell more and serve better—but only if you build it with structure, purpose, clear entry points, and a streamlined journey.
Are you ready to stop winging it and start streamlining it?
This is your cue to get it done.
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