If you’re still manually copying info from your email into a spreadsheet, chasing client follow-ups, or sorting files one by one, you’re wasting valuable time you’ll never get back.
These little “time leaks” might only take a few minutes… but they add up fast.
You can plug those leaks with automation — and you don’t need to be a whiz with tech to do it.
I’ll show you how to identify tasks you can automate and get your tools talking to each other (so you can stop doing the same things twice).
How to Automate Your Workflows
Step 1: Identify Repetitive Tasks
Start by looking at your week and ask yourself:
“What tasks do I do over and over that don’t really need my brain?”
Here are a few common ones:
- Adding new clients to your CRM or email list
- Sending the same onboarding email or resource
- Sorting and labelling incoming emails
- Posting social content across multiple platforms
- Copying form responses into a spreadsheet
These are all perfect examples of tasks that can be automated!
Tip: Scroll through your sent emails or calendar for clues. You’ll quickly see what tasks you’re repeating over and over again.
Step 2: Use Automation Platforms to Connect Your Apps
You probably already use tools like Gmail, Google Drive, Calendly, Trello, Asana, or Slack. The key is to get them talking to each other.
Automation platforms:
- Zapier – great for beginners and integrates with thousands of apps
- Make (formerly integromat) – more visual, flexible and powerful
- HubSpot – includes workflows in it’s CRM (which is great for client journeys)
These tools let you create “if this, then that” workflows across your apps without you having to be a tech whiz or having to write any code.
Step 3: Set Up a Simple Workflow
Start small with one basic automation. For example:
Someone filling out your contact form (Trigger)
- Action 1: Add them to your CRM or email list
- Action 2: Send a personalised welcome or confirmation email
- Action 3: Create a task in your project management tool to follow up
Automation “Zaps” (as Zapier calls them) are easy to build with simple, user-friendly drag-and-drop interfaces.
Step 4: Test, Refine, Repeat
Run a few short tests before you go live. Make sure everything flows properly and data lands where it should. Once it’s working:
- Label and document the workflow so it’s easy to update
- Set a reminder to review it every quarter
- Build your next automation when you’re ready
It’s a gradual process, and it’ll get easier every time you do it. Start small, and work up from there.
Tools to Explore
Here are a few automation-friendly tools to try:
- Zapier – Automate everything from emails to social posts
- Make – visual workflows with detailed control
- Pabbly – affordable automation platform
- HubSpot CRM – automate client comms, nuture leads, set reminders
- Calendly – auto-sends reminders, follow-ups, or meeting links
- Trello + Butler – use built-in rules to auto-move cards or assign tasks
Take Action!
Pick one repeatable task in your workflow, and automate it this week.
Maybe it’s your intake form, your email follow-up, or your file organisation. Start small, keep it simple, and track the time you save.
When you’re done, celebrate it! Even one tiny automation can make your week feel smoother!
