If you’re feeling stuck doing the same tasks over and over again, or constantly worried about dropping the ball in your business, then it’s time to automate your workflows. Workflow automation isn’t just a nice-to-have; it’s a game-changer. It removes the burden of manual, repetitive processes and frees you to focus on strategy, creativity, and scaling. Whether you’re a founder, agency owner, or virtual assistant juggling multiple clients, automation can drastically cut down errors and reclaim your time.
At its core, to automate your workflows means creating a repeatable system where digital tools handle your routine tasks — without your constant input. Think of it as building a “clone” of yourself that follows instructions exactly, every single time. The beauty? It runs while you sleep, work out, homeschool, or do that beach walk you’ve been postponing for a year.
You don’t need to be a tech wizard either. Automation is no longer the domain of developers. With tools like Zapier, Make (formerly Integromat), ClickUp, Notion, Airtable, and HubSpot, creating smart automations is easier than ever. Let’s explore how to build workflows that remove chaos and deliver consistency.
1. Audit Your Repetitive Tasks
Start by identifying what you’re doing repeatedly — the same copy-paste routines, endless follow-ups, or regular onboarding steps. Ask yourself:
- What tasks take the most time every day or week?
- Where do mistakes usually happen?
- What processes could someone else follow with minimal instruction?
Common tasks that benefit from workflow automation include:
- New client onboarding
- Scheduling social media content
- Creating recurring project tasks
- Sending follow-up emails or reminders
- Updating spreadsheets or CRMs
Once you’ve got the list, categorise them by urgency and impact. The goal is to automate the high-impact, low-effort ones first.
2. Map Out the Workflow
Before jumping into tools, sketch out the steps in each process. Tools like Miro, Whimsical, or even pen and paper work well for this. Break your workflow into clear stages:
- Trigger (what starts it?)
- Action (what needs to happen next?)
- Outcome (what should it result in?)
For example, onboarding a client could look like:
Signed contract → Welcome email sent → Project folder created → Task list duplicated → Client added to ClickUp board
Once this is mapped out, you’ve created a workflow that’s ready to be automated.
3. Choose the Right Tools
There are hundreds of automation tools out there, but you don’t need to use all of them. Here’s a focused list based on what most growing businesses actually need:
| Tool | What it does well |
|---|---|
| Zapier | Connects thousands of apps (Gmail, Slack, Google Sheets, ClickUp, etc.) |
| Make (Integromat) | More complex logic and cost-effective than Zapier |
| ClickUp | Automates task creation, reminders, and project triggers |
| Notion | Great for internal systems, with new automation capabilities |
| HubSpot | Powerful for marketing automation and CRM |
| Calendly | Automatically adds meetings to calendars and sends confirmations |
| GMass | Email automation for outreach or newsletters (hello, Wangari!) |
Choose one or two to begin with, based on the processes you want to streamline.
4. Build, Test, and Tweak
Start small.
Let’s say every time you receive a signed contract via PandaDoc or Google Drive, you want an automated welcome email sent, a project board duplicated in ClickUp, and the client’s details saved in a Google Sheet.
Using Zapier, you could set it up like this:
- Trigger: New file in Google Drive folder
- Actions:
- Send Gmail welcome email
- Create a folder in Google Drive
- Duplicate ClickUp task template
- Add client to Google Sheets
Test your setup carefully before going live. Make sure each step works seamlessly. Over time, you can build in conditional logic, time delays, and even auto-reminders.
5. Train Your Team (Or Future Self)
Once you’ve automated something, don’t keep it a secret. Document the process and make sure your team — or your future self — knows how it works. Store a short SOP (Standard Operating Procedure) with screenshots or even a Loom video in your shared knowledge base.
Speaking of SOPs, check out our detailed guide on how to create and streamline workflow SOPs here →
The Ultimate Guide to Streamlining SOPs Without Losing Your Mind
6. Maintain and Optimise Over Time
Automation isn’t set-it-and-forget-it. Platforms change, apps get updated, and your business evolves. Set a recurring reminder to review your automations every 3–6 months. This keeps everything fresh, accurate, and working hard behind the scenes.
Final Thoughts: Small Automations = Big Wins
You don’t have to automate everything to make a difference. Even automating just two or three tasks per week can save you hours each month. The compound effect of small wins adds up fast — fewer errors, faster onboarding, more time for high-level strategy.
If you’re building a business that runs smoothly without burning you out, then it’s time to automate your workflows.
Next up: Learn how to create smart, streamlined SOPs that make automation 10x easier (and your team love you for it).
