You know you should automate things in your business. You've heard that others do it and it works well for them. But every time you sit down to think about it, you get blocked: Where do I start? What tools do I use? What if I make a mistake and waste time?
This guide is for you. No technical jargon, no overwhelming you with options. Just a clear framework to identify your first automation and get it up and running this very week.
First: What is automation really?
Forget robots and artificial intelligence for a moment. Automation is simply this: making something happen without you having to do it manually every time.
Everyday examples you already know:
Automatic payment of your credit card
Calendar reminder before a meeting
Confirmation email you receive when buying something online
In your business, automation can be just as simple: an email that sends itself, data that copies from one place to another, or a notification you get when something important happens.
The 3-filter framework
Not everything should be automated. Not everything can even be automated. Use these 3 filters to identify ideal tasks:
Filter 1: Is it repetitive?
If you do something more than 3 times per week in the same way, it's a candidate for automation. Examples:
Sending the same welcome email to each new client
Copying data from a form to a spreadsheet
Generating the same invoice with different amounts
Publishing the same type of content on social media
Filter 2: Does it follow clear rules?
If you can explain the task as "when X happens, do Y," it can probably be automated. Examples:
"When an order arrives, send confirmation to the client"
"When inventory drops below 10 units, notify me"
"When someone fills out the contact form, add them to the CRM"
Filter 3: Does it take away valuable time?
Don't automate something you do once a month that takes 2 minutes. Prioritize what:
Consumes more than 30 minutes per week
Interrupts you at important moments
Causes errors when you do it in a rush
Generates stress or frustration
Exercise: Identify your first automation
Take 5 minutes right now. Think about your last work week and complete this sentence:
"I wasted time doing __________ several times, and I always do it the same way."
That's your first candidate.
The 5 most common automations by industry
To give you concrete ideas, here are the most demanded automations by business type:
Commerce / Retail
Low inventory alerts
Abandoned cart emails
Stock synchronization between physical and online store
Automatic post-sale follow-up
Daily sales reports
Professional services (consultants, agencies, lawyers)
Appointment scheduling without back-and-forth emails
Automatic reminders before meetings
Proposals and contracts with electronic signature
Follow-up on leads that don't respond
Recurring billing
Restaurants and hospitality
Reservation confirmation via WhatsApp
Automatic request for post-visit reviews
Supplier orders based on consumption
Staff shifts and schedules
Birthday alerts for frequent customers
Real Estate
Lead distribution among agents
Automatic follow-up on cold prospects
Property publication on multiple portals
Contract expiration reminders
Activity reports per agent
Tools to get started (without programming)
You don't need to know how to program to automate. These tools let you connect applications visually:
Basic level (free or very economical):
Zapier – The most popular, connects +5000 apps
Make – More flexible, better price
n8n – Free and open source if you install it yourself
Already integrated in tools you use:
Gmail – Filters and automatic responses
Google Sheets – Notifications when a cell changes
WhatsApp Business – Away and welcome messages
Notion / Trello – Internal board automations
Your first automation in 4 steps
Let's get practical. Follow these steps this week:
Step 1: Choose ONE task (today)
Use the 3-filter framework. Pick the simplest and most repetitive task. Not the most important one, the easiest to automate.
Suggestion to start: an automatic confirmation or welcome email.
Step 2: Write it as a rule (tomorrow)
Complete this sentence: "When __________, then __________."
Example: "When someone fills out the contact form, then send confirmation email with attached PDF."
Step 3: Find the connection (day 3)
Go to Zapier or Make and search if the two tools you use (form + email, for example) can be connected. 90% of the time, they can.
Step 4: Build it and test it (day 4-5)
Follow the tool's tutorial. The first time will take longer, but the second will be much faster. Test with dummy data before activating it with real customers.
The 3 most common mistakes (and how to avoid them)
Mistake 1: Wanting to automate everything at once
Start with ONE automation. Live with it for a week. Then add another. Rushing is the enemy of well-done automation.
Mistake 2: Automating a bad process
If your current process is confusing or inefficient, automating it will only make it fail faster. First simplify, then automate.
Mistake 3: Not having a plan B
Automations fail sometimes. Make sure to receive notifications when something doesn't work, and be clear on how to do it manually if necessary.
When to seek professional help?
No-code tools are great for getting started, but they have limits. Consider seeking help when:
You need to connect more than 3-4 tools in the same flow
The logic has many "if this, then that" conditions
You handle sensitive data (financial, medical, legal)
The cost of Zapier/Make becomes significant
You need it to work 100% without failures
In those cases, a custom solution can be more economical and reliable long-term.
Conclusion: The best time to start is now
Automation isn't magic and doesn't require being a technology expert. It's simply deciding that certain tasks no longer deserve your manual time.
Remember:
Start small (one task, one tool)
Use the 3 filters: repetitive, with clear rules, time-consuming
Simplify before automating
Test before activating with customers
Your future self will thank you for starting today.
Need help identifying what to automate?
At osom we help SMEs find their best automation opportunities. In a free 30-minute consultation we analyze your operation and give you a concrete action plan.
No commitment. No technical jargon. Just clarity about your next step.