It does not take a significant transformation programme to start enjoying the benefits of automation. In most growing businesses, there are simple automations that can be implemented to show results within a month.
The best place to start automating is with tasks that are of high volume, predictable, and are being done by people who should be spending more valuable time elsewhere. The most common tasks are those that involve routing requests, following up on approvals, sending reminders, synchronizing information, and creating standard checklists for projects or onboarding processes.
These tasks are common to many of our daily activities but are of low operation risk.
1. Smart Intake to Structured Tasks
One of the simplest improvements is replacing informal requests with a structured intake process.
How it works
Instead of receiving requests through email or messaging platforms, use a form that creates tasks directly in your work management platform.
Required fields capture the key details at the start:
- Who made the request
- What needs to be done
- When it is needed
Automation rules can then assign the task, set due dates and apply priority tags automatically.
What improves
- Fewer clarification messages
- No lost requests
- Clear ownership from the moment the task is created
2. Approval Workflows for Routine Requests
Many internal processes rely on manual email approvals that slow everything down.
Where this works well
Examples include:
- Expense claims
- Leave approvals
- Basic discounts
- Low value purchase orders
A form can create a task with simple statuses such as Pending, Approved, and Rejected. Notifications will guide the request through the approval chain with a clear trail of decisions.
What improves
Automation handles routing and visibility while humans still make the final decision.
3. SLA and Deadline Nudges
Deadlines are often missed because no one notices when tasks are drifting.
How to automate this
Set rules that monitor due dates in important lists such as onboarding, support or project delivery.
Automations can trigger actions such as:
- Sending reminders when deadlines are approaching
- Alerting managers when tasks remain in progress for too long
- Escalating overdue work to the appropriate team lead
What improves
The work itself does not change, but visibility increases and fewer tasks quietly stall.
4. Template Driven Project or Onboarding Launches
Many teams repeat the same types of work again and again.
How to implement this
Create templates for repeatable activities such as:
- Client onboarding
- Marketing campaigns
- Product deployments
These templates contain subtasks, checklists, and required fields. Automation can be used to trigger the template for a particular event, such as when a deal is marked as closed or a form is submitted.
What improves
Teams begin each project with a standard structure, reducing the time spent setting up tasks manually.
5. Simple Reporting and Wrap Up Automation
The final steps of projects often involve repetitive administrative work.
How to automate the closing stage
When a project is moved to a completed status, the system can automatically generate a short wrap-up checklist. This could include:
- Archiving assets
- Sending a project summary
- Updating CRM records
- Requesting feedback
The weekly reporting tasks can also be automatically generated, pulling the necessary information from the system rather than having to rebuild status reports.
What improves
Teams spend less time preparing updates and more time focusing on delivery.
Running Safe and Effective Automation Pilots
To keep these experiments low risk:
Start small
Pilot the automation within a single team before expanding it across the organisation.
Keep rules reversible
Ensure every automation can be easily adjusted or disabled if needed.
Keep humans in control
Maintain human approval for anything that affects customers, finances or compliance.
Measure the results
Track simple before and after metrics such as:
- Number of manual touches per task
- Turnaround time
- Error or rework rates
Early wins in these areas make it easier to justify the next layer of automation and gradually expand automation across the organisation.