1. What is an Automation Mindset?

An automation mindset is an approach to work that focuses on reducing manual tasks by using technology. It helps save time, improve accuracy, and increase efficiency.

Instead of repeating the same task manually, we think about ways to let machines or software handle it for us. This not only optimizes personal work but also enhances productivity for an entire organization.

2. How to Identify Tasks That Can Be Automated

Not all tasks can be automated, but here are some criteria to help you identify which ones are suitable:

✅ Repetitive tasks – Tasks performed daily, weekly, or monthly with the same process.
Example: Entering data into spreadsheets, sending confirmation emails, generating reports.

✅ Time-consuming – Tasks that take a lot of time but do not add much creative value.
Example: Comparing data across different systems, compiling information from multiple sources.

✅ Prone to errors – Tasks requiring high accuracy but are easy to mess up when done manually.
Example: Manual calculations in Excel, checking financial data.

✅ Involve multiple tools – Tasks that require switching between different software frequently.
Example: Copy-pasting data from emails into a CRM, entering customer details from Excel into accounting software.

3. Four Steps to Automate Your Work

Step 1: Identify Tasks for Automation

Based on the criteria above, list tasks that can be automated. Start with small tasks for easy implementation.

🔹 Example: If you send a daily report email every morning, you can automate it by setting up scheduled emails or using AI tools to generate reports automatically.

Step 2: Analyze and Optimize the Process

Before automating, check if the process can be simplified. If a task has unnecessary steps, remove them first before applying technology.

🔹 Example: If you manually enter customer data from multiple sources, you can use Google Forms to collect information directly into a spreadsheet, avoiding manual input.

Step 3: Find the Right Automation Tools

There are many tools to help automate tasks, depending on your needs:

• Zapier, Make (Integromat) – Connect and automate tasks between apps like Gmail, Google Sheets, and Slack.
• Power Automate – Integrate automation within Microsoft tools.
• Google Apps Script – Write scripts to automate tasks in Google Sheets, Docs, and Drive.
• AI Chatbots – Automatically respond to customer inquiries.

🔹 Example: If you spend too much time sending appointment reminders, you can use Zapier to automate scheduled emails.

Step 4: Implement and Evaluate the Results

After applying automation, monitor the results and make adjustments if necessary. Gather feedback from colleagues to ensure the new process runs smoothly.

🔹 Example: After automating order entry, track whether processing time decreases and errors reduce. If needed, fine-tune the system for better performance.

Conclusion

An automation mindset helps save time and allows you to focus on more important tasks. By following these four steps, you can improve productivity and optimize work efficiently.