A guide for beginners to get started with task automation

Task automation is one of the best time-saving strategies for business leaders and entrepreneurs alike. But automation can sound overwhelming if you’re new to it – yet it really doesn’t have to be. 

In this blog post, we’re breaking down simple steps to get started with task automation and showing how you can streamline your workload – one task at a time.

Why task automation is so beneficial to growing businesses

So, why bother with automation in the first place?

Essentially, automation is about freeing up your time and energy to focus on high-impact tasks rather than getting stuck in repetitive or low-value activities. Think of it as a way to remove those “time suck” tasks from your day, allowing you to focus on the bigger picture.

But don’t just take our word for it…

• A Zapier study found that 65% of people state they’re less stressed at work thanks to automating manual tasks and would recommend automation to other businesses, and a huge 88% of small-to-medium businesses (SMBs) say task automation allows them to compete with larger companies 
• A WorkMarket study also shows that 50% of organisations believe automation reduces or eliminates human error and therefore reduces costs for 30% of businesses

Whether it’s processing invoices, managing your inbox, or handling social media posts, automating tasks can lead to massive time savings, reduced error, and a smoother workflow for you and your team.

Common mistakes to avoid with task automation 

Before we go into the ins and outs of task automation, it’s important to note what not to do to ensure success. 

1. Automate too many tasks at once 

As a newbie to task automation, you don’t want to dive in head first and automate everything right away. This is one of the biggest mistakes we see business owners make – they end up feeling overwhelmed and defeated, rather than excited by the prospect of task automation. So take small steps and introduce simple task automation first (more on this later). 

2. Getting ‘shiny object syndrome’ 

Another common mistake is getting over-excited with all the available task automation tools out there and choosing the ones that promise the world. However, as you’ll soon find out, you need to ensure the tools you use are relevant to your business needs – and don’t just sound fancy. We’ll talk you through choosing the right tools in the next steps. 

3. Lack of documentation and training 

Without documenting automations, it’s difficult for team members to understand or troubleshoot workflows, especially as teams grow or change. Keep a simple record of what’s automated, which tools are used, and how workflows are set up. Share this with relevant team members for transparency.

So how do you introduce automation, especially if you’re not technically minded? Keep reading for our step-by-step guide to introducing task automation to your daily work (and home) life. 

Step 1: Identify repetitive and frequent tasks

Start by spotting tasks that you do often – daily, weekly, or even monthly – and those that take up more time than they should.

It shouldn’t be too hard to find something repetitive, as a 2021 study shows 94% of workers carry out repetitive, time-consuming tasks in their roles. Examples include client follow-ups, scheduling appointments, sending invoices, managing social media, and data entry.

Begin making a list of these tasks, no matter how small. If you find yourself doing it often, it’s worth adding to the list. By identifying these tasks, you’re building a roadmap for what you could automate to gain back that valuable time.

Personal task automation 

Task automation isn’t just for work – it can be a game-changer in your home and personal life tasks, too. Here are some opportunities to incorporate automation into your daily routines:

• Bill payments and budgeting – set up automated payments for utilities, rent, or subscriptions through your bank. Use apps like Mint or YNAB to automatically categorise transactions and monitor spending habits.
• Fitness and health – schedule recurring reminders for workouts using apps like MyFitnessPal or Google Calendar.
• Meal prep and shopping – automate grocery lists and meal planning with tools like Paprika or Yummly, or recurring purchases with Amazon Subscribe & Save
• Health monitoring – devices like Fitbit or Apple Watch can track your activity, sleep, and heart rate, sending automated reports or reminders.
• Personal productivity and digital decluttering – automate photo backups or file organisation using apps like Google Photos or Hazel for Mac.
• Appointment scheduling and event reminders – use tools like Calendly for personal meetups to eliminate back-and-forth coordination and automate reminders for important dates using Google Calendar or apps like Reminder.

Step 2: Choose relevant automation tools

Once you’ve identified tasks to automate, start exploring tools that align with your needs. Most are user-friendly, affordable, and designed to handle specific categories like business development, customer relationships, project management, or financial management. 

Consider industry-specific tools, as they might suit your requirements better. While many businesses use a mix of tools for automation, don’t worry – having multiple systems still saves time and effort overall. 

Popular options include:

• Zapier – connects apps like Gmail, Slack, Trello, and hundreds more to automate workflows.
• IFTTT (If This, Then That) – great for simple automations—think saving email attachments to Google Drive or syncing calendars.
• ClickUp* or Trello – for task and project management, both platforms have built-in automation options for reminders, task dependencies, and recurring tasks.

Take the time to match tools to the repetitive tasks you’ve identified to ensure a smoother, more efficient workflow.

Step 3: Start small with simple task automation

Begin with one or two straightforward automations. Remember, don’t try to automate everything at once!

Here are a few easy examples to try:

• Email templates – save time and avoid email overload with reusable templates for common responses
• Automated reminders – use tools like Asana or even Google Calendar to set reminders for recurring tasks
• Invoicing automation – tools like Xero* or QuickBooks can handle regular invoicing on a set schedule
• Scheduling appointments – set up Calendly or another scheduling tool to automatically book meetings and send confirmations without playing email ping-pong

By starting small, you’ll quickly see the benefits without overwhelming yourself with changes.

Step 4: Review and optimise task automation set-ups

As you start seeing results, review your automation processes every so often. Check they are they doing what you intended and if there are there further areas for improvement. Consider getting feedback from team members or reviewing performance metrics to see if each automation is as efficient as it could be.

Over time, you can add more complex automation systems or build on your existing ones to further enhance your productivity. For example, getting your tools working together, such as connecting Zapier with Slack for team updates or linking Trello with Google Drive for project files.

Step 5: Delegate automation to your VA

Finally, now you’ve started your automation journey, it’s time to pass on the reins to someone else to keep getting those time-saving benefits, keeping things on track with minimal input from you. Your VA can help you with implementing, managing, and even optimising your task automation regularly. 

Your VA can become a key asset in managing task automation – like client follow-ups or team updates. They might have experience with specific tools and can set up workflows that support your business needs or will research which tools are best for you. 

Start using task automation to free up your time 

Now you know the basics of automation: identifying repetitive tasks, choosing the right tools, starting small, reviewing your progress, and bringing in your VA for continued support.

As you can see, automation can be one of the most powerful tools in your productivity toolbox. And when you approach it step by step, it makes the whole process more manageable and (hopefully) far less overwhelming! 

Just think about how many hours you currently spend on things that could be automated – when you calculate your hourly rate as a business leader and do the maths, you’ll soon be amazed at the huge opportunity cost of implementing automation.

Remember, the goal is to set up systems that free up your time and allow you to focus on the core aspects of growing your business.

If you want to partner with a trusted VA to take all these task automation decisions away, please get in touch. Our team would be happy to implement effective automation systems for you so you can scale your business more efficiently.

*Please note, some of these are affiliate links, meaning if you click and make a purchase, we may receive a small reward. We only ever recommend tools that we use in our business, or have personally tried and tested.