Basics of automation for small businesses
Why start with automation
Automation isn't about replacing people with technology, but about systematically eliminating routine. Typically, these are tasks that are repetitive, have clear rules, and do not require expert decision-making.
The purpose of automation is to reduce cognitive load and increase process reliability.
What to automate first
Not everything is worth automating immediately. Focus on tasks that meet three criteria: they are regularly repeated, have clear procedures, and take up significant time.
Alerts and reminders – automatic reminders of upcoming invoice due dates for customers or internal alerts for delivery deadlines.
Responses to inquiries – automatic replies to frequently asked questions (order confirmation, delivery information).
Data transfer between applications – a new contact from a form automatically saves to CRM or a spreadsheet. A received invoice is recorded in the accounting system.
Invoicing – regular invoicing for recurring services or automatic sending of reminders.
Practical example:
A marketing agency spent 5 hours a week manually transferring leads from the website to a spreadsheet and sending confirmation emails. After implementing automation, this task dropped to zero – the system handles everything.
How to choose the right tool
You don't have to immediately invest in expensive software. Follow these steps:
Map out what you already have – Explore the tools you're using. Many applications (accounting programs, CRM, email services) have built-in automation. You just need to activate it in settings.
Try no-code platforms – If you need to connect multiple applications, choose tools like Make or Zapier. Both platforms work on the principle of "when this happens, do that" and offer free versions to start with.
Start with one automation – Choose one specific task that takes up the most time and automate it. Only after seeing results, expand further.
Make vs. Zapier:
Zapier is more intuitive for complete beginners. Make offers more advanced features and a lower price. Both platforms have free plans – try both and choose the one that suits you better.
How to start without coding
Modern automation tools do not require coding knowledge. You work with a visual interface, where you drag and drop blocks and connect them. The whole process looks like this:
Select a trigger – what should start the automation (new email, completed form, specific time).
Define the action – what should happen (send a message, create a record, update a spreadsheet).
Test and launch – verify everything works correctly and deploy the automation.
Simple automations in Zapier can be set up in one to two hours. Make requires a bit more time to understand but offers greater flexibility.
Common mistakes when implementing automation
automating unclear or chaotic processes,
trying to automate everything at once,
lack of output control in the initial phase,
choosing overly complex tools without real need.
Frequently asked questions about automation
1. How much does automation for a small business cost? Basic automation can be started for free. Make and Zapier offer free plans. Paid versions start around $10–22 per month based on usage.
2. Do I need an IT specialist for automation? No. No-code tools are designed for anyone to use without technical expertise. You work with a visual interface, connecting blocks with a mouse.
3. What if the automation makes a mistake? All tools allow you to set up error alerts. It's recommended to thoroughly test new automations on sample data first.
4. Can I automate invoicing? Yes. With no-code tools like Make or Zapier, you can connect different apps and create automated scenarios – like automatic invoice creation after order receipt or reminders for upcoming due dates.
5. How do I know if automation is worth it? Calculate how much time you spend on the task monthly. Multiply by your hourly rate. If the amount exceeds automation costs, it's worth it.
6. What tasks cannot be automated? Tasks that require creative decision-making, customer negotiation, or handling unusual situations. Automation is ideal for routine, repeatable activities.
7. How long does it take to set up the first automation? Simple automation (e.g., data transfer from a form to a spreadsheet) can be set up in 15–30 minutes. More complex scenarios might take several hours.