What should you automate first?
When people hear automation, they often think of complex systems, AI models, or expensive software. In reality, the best automation wins in small businesses come from fixing boring, repetitive work.
If you automate the wrong thing first, you waste time. If you automate the right thing, you immediately free hours every week.
This article explains how to identify what to automate first — without buzzwords.
Rule #1: Automate repetition, not creativity
The best candidates for automation share three traits:
- They happen frequently
- They follow clear rules
- They don’t require judgment or creativity
Good examples:
- Copying data between systems
- Sending the same emails or notifications
- Generating reports
- Updating records after a form submission
Bad examples:
- Writing proposals
- Making business decisions
- Handling sensitive customer conversations
Rule #2: Look for “hidden admin work”
Most automation opportunities aren’t obvious because they’re spread across the day.
Ask yourself:
- What do I do every day without thinking?
- What tasks interrupt my real work?
- What work only exists because systems don’t talk to each other?
Common examples in UK small businesses:
- Manually creating invoices from emails
- Updating CRMs after phone calls
- Copying enquiry data into spreadsheets
- Chasing missing information
Rule #3: Start where errors are costly
Automation isn’t just about speed. It’s also about reducing mistakes.
Good first targets:
- Anything that causes missed follow-ups
- Anything that relies on memory
- Anything duplicated in multiple systems
If a task creates lost leads, incorrect data, or inconsistent reporting, it’s a strong automation candidate.
A simple test: the “10× rule”
Here’s a quick test I use with clients:
If this task disappeared tomorrow, would it remove friction or risk?
If the answer is yes — automate it.
If automating it:
- saves 10 minutes once → don’t bother
- saves 10 minutes every day → automate
- saves 10 minutes across 5 people → automate immediately
Real-world example
A small professional services firm was receiving enquiries via a website form, manually copying them into a CRM, and sending a follow-up email later.
We automated:
- Form submission
- CRM record creation
- Immediate personalised follow-up email
- Internal notification
Result:
- Faster response times
- Fewer missed leads
- Zero manual admin
Final thought
Automation works best when it’s boring, invisible, and reliable.
If your first automation feels impressive, you probably started in the wrong place. Start with the work you hate doing — not the work you want to show off.
Related reading
Curious about how AI builders fit with long-term platforms? Read The 2025 Web Dilemma: AI Velocity vs. WordPress Longevity.
Thinking about automation but not sure where to start?
I help UK small businesses identify and implement practical automations that actually save time. Book a free consultation