As an entrepreneur, your time is your most valuable resource. Here is how to automate the tasks that steal hours from you every week.
Spot your repetitive tasks
The 4-criteria test
A task can be automated if it is:
- Repetitive: you do it more than three times a week
- Predictable: the steps are always the same
- Digital: it is done on a computer
- Low added value: it does not require your unique expertise
The most commonly automated tasks
| Task | Time saved/week | Difficulty |
|---|---|---|
| Scheduling appointments | 2-3h | Easy |
| Invoice follow-ups | 1-2h | Easy |
| Social media posting | 2-3h | Easy |
| Reporting | 1-2h | Medium |
| Client onboarding | 2-3h | Medium |
| Sorting and replying to emails | 1-2h | Medium |
Tools to Automate Repetitive Tasks
Level 1: Beginner (free or low-cost)
Calendly (appointment scheduling):
- The client picks a slot in your calendar
- Automatic confirmation and reminders
- Syncs with Google Calendar
Buffer/Later (social media):
- Schedule your posts in advance
- Publish on several platforms at once
- Analyse performance
Brevo (formerly Sendinblue) (email marketing):
- Automatic email sequences
- Automated newsletter
- Sign-up forms
Level 2: Intermediate
Zapier (app connector):
- Connect your tools together with no code
- Example: New form contact → Added to CRM → Welcome email
- 5,000+ connectable apps
Make (formerly Integromat) (advanced automation):
- Complex visual workflows
- Data manipulation
- Cheaper than Zapier for high volumes
Level 3: Advanced
n8n (self-hosted):
- Open source and free
- Can be hosted on your own server
- Maximum flexibility
Real automation examples
Automation 1: Client onboarding
Trigger: Quote signed
- Automatic creation of the client folder (Google Drive)
- Sending the kick-off questionnaire (Google Forms)
- Creating the project in Trello/Notion
- Personalised welcome email
- Added to the CRM with "Active client" status
Automation 2: Invoice follow-up
Trigger: Invoice unpaid at day 7
- Courteous reminder email on day 7
- Second reminder on day 14
- Notification to yourself on day 21
- Automatic formal notice of default on day 30
Automation 3: Monitoring and content
Trigger: Daily
- Collecting articles from your industry (Google Alerts + RSS)
- Summary sent to your Slack/email
- LinkedIn post suggestions based on trends
Best practices
- Start small: automate one task at a time
- Document: note down every automation you set up
- Test: check everything works before letting go
- Monitor: check your automations once a week
Conclusion
Automation is not just for large companies. With the right tools, even a solo entrepreneur can save the equivalent of a full day every week.
