What Is Automation, Really?
Automation just means getting computers to do repetitive tasks automatically, so humans don't have to.
When you set your heating to turn on at 6am, that's automation. When your phone backs up photos overnight, that's automation. When a website sends you an order confirmation email without a human typing it, that's automation.
In business, automation typically means:
- Tasks that happen automatically when triggered
- Information that flows between systems without manual copying
- Repetitive work that runs without human involvement
It's not robots or artificial intelligence (though those can be involved). At its core, automation is just "if this happens, do that" —programmed into software.
Why Small Businesses Should Care
Automation used to be expensive and complicated, only for large companies with IT departments. That's changed.
Today, tools like Zapier, Make, and built-in automation features in common business software make automation accessible to anyone. You don't need to code. You don't need an IT person. You need about 30 minutes and a problem to solve.
According to McKinsey's 2024 automation research, 60% of jobs have at least 30% of activities that could be automated. For small businesses, even automating a fraction of repetitive work frees up time for things that actually grow the business.
The Federation of Small Businesses found that UK small businesses using automation tools report saving an average of 6 hours per week on administrative tasks. That's nearly a full working day back.
Simple Automations That Work Right Now
Here are practical automations any small business can set up, organised by how easy they are:
Beginner Level (15-30 minutes to set up)
Automatic email responses
When someone emails you, send an automatic reply confirming you've received it and will respond within [timeframe]. This buys you time and reassures the sender.
Where: Gmail, Outlook, any email system
Time to set up: 10 minutes
Saves: Customer anxiety and follow-up emails asking "did you get my message?"
Calendar booking links
Instead of email ping-pong about scheduling, send a link where people can see your availability and book directly.
Tools: Calendly (free tier), Cal.com, Microsoft Bookings (with Microsoft 365)
Time to set up: 15 minutes
Saves: 3-5 emails per meeting scheduled
Invoice reminders
Set your accounting software to automatically remind customers about unpaid invoices.
Where: Xero, QuickBooks, FreeAgent all have this built in
Time to set up: 10 minutes
Saves: Awkward manual chasing and faster payment
Social media scheduling
Write your week's social posts in one session, schedule them to post automatically.
Tools: Buffer (free tier), Later, Meta Business Suite (free for Facebook/Instagram)
Time to set up: 30 minutes for first batch
Saves: Daily distraction of "I should post something"
Intermediate Level (30-60 minutes to set up)
New lead notifications
When someone fills in a form on your website, automatically get a notification on your phone and add them to a spreadsheet or CRM.
Tools: Zapier, Make, or built-in integrations
Time to set up: 30 minutes
Saves: Missing enquiries, manually copying information
Order confirmations and updates
When an order is placed, automatically send confirmation emails and updates at each stage.
Where: Most e-commerce platforms (Shopify, WooCommerce) have this built in
Time to set up: 30-45 minutes to customise
Saves: Customer service queries about order status
File organisation
When you receive certain types of files (invoices, contracts), automatically save them to specific folders.
Tools: Zapier connecting email to Google Drive/Dropbox
Time to set up: 30 minutes
Saves: Manual filing time, lost documents
Team notifications
When important things happen (new order, support ticket, payment received), automatically notify the relevant person via Slack/Teams.
Tools: Zapier, Make, or built-in integrations in your business tools
Time to set up: 20 minutes per notification type
Saves: Checking multiple systems, delayed responses
Advanced Level (1-2 hours to set up)
Customer onboarding sequence
When a new customer signs up, automatically send a welcome email, then a tutorial email two days later, then a check-in email a week later.
Tools: Mailchimp, ConvertKit, or your CRM
Time to set up: 1-2 hours to write emails and set timing
Saves: Manual follow-ups, forgotten customers, inconsistent experience
Quote follow-ups
When you send a quote, automatically schedule a reminder to follow up if you haven't heard back within a week.
Tools: CRM systems (HubSpot, Pipedrive) or Zapier with calendar
Time to set up: 45 minutes
Saves: Lost deals from forgotten follow-ups
Report generation
Automatically generate weekly or monthly reports from your data and email them to relevant people.
Tools: Google Sheets with scheduled emails, or dedicated reporting tools
Time to set up: 1-2 hours initially
Saves: Manual report creation time, ensures consistency
The Tools You Need to Know
Zapier (The Popular Choice)
Zapier connects over 6,000 apps. You create "Zaps"—automated workflows that run when triggered.
Example: When someone fills in your website form (trigger), add them to your mailing list AND send you a Slack notification (actions).
Cost: Free for basic use (100 tasks/month), then from £16/month
Best for: Connecting different business tools
Learning time: 1-2 hours to understand the basics
Make (Formerly Integromat)
Similar to Zapier but with more complex logic options. Better for intricate workflows, slightly steeper learning curve.
Cost: Free tier available, paid from £7/month
Best for: More complex automations with multiple steps
Learning time: 2-3 hours
Built-in Automation
Many tools you already use have automation features:
- Microsoft Power Automate (included with Microsoft 365)
- Google Apps Script (free with Google Workspace)
- Slack Workflows (included with Slack)
- Xero/QuickBooks recurring invoices and reminders
- Mailchimp automated email sequences
Before adding another tool, check what your current software can do.
AI-Powered Automation
Newer automation tools use AI to handle tasks that previously needed human judgement:
- Categorising emails
- Summarising long documents
- Drafting responses
- Extracting information from documents
These are powerful but newer and pricier. For most small businesses, start with traditional automation first.
Where to Start: The 80/20 Approach
You can't automate everything, and you shouldn't try. Focus on tasks that are:
Repetitive
You do them the same way every time. The more repetitive, the better the automation candidate.
Time-consuming
They take meaningful time. Automating something that takes 30 seconds isn't worth the setup.
Consistent
The process doesn't change much. Highly variable tasks are harder to automate.
Non-critical
Start with things where mistakes aren't disasters. Don't automate your most important processes first.
Common Automation Mistakes
Automating before understanding
Don't automate a broken process. First, understand what you're doing manually and why. Then automate.
Over-complicating
Start simple. A basic automation that works is better than a complex one that breaks.
Not testing
Always test automations before relying on them. Send test data through. Check the outputs.
Forgetting about failures
What happens when the automation fails? (It will sometimes.) Build in notifications for failures and have a backup plan.
Automating things that need human judgement
Some things shouldn't be automated. Customer complaints, complex decisions, relationship-building—these benefit from human attention.
Real Cost vs Real Savings
Costs:
- Automation tool subscription: £0-50/month
- Setup time: 2-10 hours initially
- Ongoing maintenance: 1-2 hours/month
Potential savings (examples):
- Automatic scheduling saves 3-5 hours/month
- Invoice reminders improve cash flow by 10-20%
- Lead notifications prevent missed opportunities
- Email sequences nurture customers without your time
According to research by Salesforce, companies using automation see an average 14% increase in sales productivity. For a small business owner already stretched thin, reclaiming even 5 hours a week changes everything.
Getting Started This Week
Day 1: List your repetitive tasks. What do you do the same way regularly?
Day 2: Identify one task that's both frequent and annoying. This is your first automation.
Day 3: Research how to automate it. Check if your existing tools have features. Look at Zapier or Make.
Day 4: Set up the automation. Test it thoroughly.
Day 5: Run it for real. Monitor for problems.
Week 2 onwards: Add one new automation every few weeks. Build gradually.
The Bottom Line
Automation isn't about replacing people. It's about freeing people from work that computers do better.
Small businesses can benefit massively because the impact per hour saved is huge when you're already wearing multiple hats.
Start small. Pick one annoying, repetitive task and automate it. Once you see how much time that saves, you'll find more opportunities everywhere.
The businesses that thrive aren't the ones that work the hardest. They're the ones that work the smartest. Automation is one of the smartest tools available to small businesses today.
