Automation 101: Simple Tools to Automate Your First Task

Philippe Marcotte

Automation doesn’t have to mean a full system overhaul.
If you're new to it, the best way to start isn’t with a big transformation — it's by solving one annoying, manual task.

This post shows you how to take that first step using simple, low-risk tools like Microsoft Power Automate or Zapier. No coding, no complicated implementation — just a clear, useful win your team can feel right away.

Why Start Small?

Every business has tedious, time-wasting tasks:

  • Someone manually sends a reminder email every week.

  • A new client gets added to your CRM — but you also have to copy their info into your calendar or Slack.

  • You receive forms or invoices by email and need to forward them to the right person.

Each one feels small — but adds up fast.

The first win with automation is not about saving hours. It’s about freeing your team from “just get it done” work — and showing that automation isn’t out of reach.

Step 1: Pick One Frustrating Task

Look for something that:

  • Happens regularly (daily, weekly, monthly),

  • Has a clear trigger (e.g. a form submitted, an email received),

  • Follows the same steps every time.

Examples from our clients:

  • “When a lead fills out our contact form, I copy-paste their info into our CRM and Slack.”

  • “I send the same invoice reminder email every Friday.”

  • “I manually rename and move every file that comes into our shared inbox.”

Step 2: Choose a Simple Tool to Automate It

You don’t need engineering or IT. Tools like Microsoft Power Automate and Zapier let you automate across apps with drag-and-drop logic.

Option A: Microsoft Power Automate (Best if you're using Microsoft 365)

Example use case:
When a new email arrives with a specific subject (e.g. "New Intake Form"), Power Automate:

  • Saves the attachment to a SharePoint folder,

  • Sends a notification to your operations Slack or Teams channel,

  • Logs the request in a SharePoint list or Excel file.

Getting started:
Power Automate has prebuilt templates — search for "save email attachments" or "notify in Teams" and adapt from there.

Option B: Zapier (Best for connecting multiple cloud apps)

Example use case:
When someone books a call through Calendly:

  • Create a new deal in HubSpot,

  • Add the contact to a mailing list in Mailchimp,

  • Send a follow-up message in Slack.

Getting started:
Use Zapier’s visual editor. Select a trigger (e.g. “new Calendly booking”) and choose one or more follow-up actions.

Step 3: Test It — Then Let It Run

Start small. Watch the first few runs, and ask:

  • Did the automation trigger as expected?

  • Did it do what a human would have done?

  • Is anything missing?

If yes: congratulations. You've just automated your first task.

Why This Matters

You didn’t need a developer. You didn’t touch your core systems. You simply freed your team from one recurring task — and now they can focus on better work.

And maybe more importantly:
You just proved that automation is within reach.

What to Automate Next?

After this first win, you'll quickly notice other areas ripe for improvement — from sales follow-ups to internal approvals. Each small fix builds confidence and momentum.

Ready to see what’s next?
Try our free 5-minute assessment to discover where your business is ready to automate — and what you can safely skip.

 

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