How to automate your work in 5 minutes and unlock hours of freedom
No complicated systems or tech experience required
You have 24 hours in a day. I do too.
But you don’t use them wisely.
The biggest mistake you make is thinking automation is only for tech giants. Or it requires complicated systems you don’t have time to learn.
You continue to do the tedious work manually. You waste hours each week without realizing the impact this has on your efficiency and growth.
The truth is, you’re blinded by the “busy work” that makes you feel productive. But it’s draining your potential.
Early in my career, I was guilty of this. I spent countless hours on tasks that didn’t contribute to my overall success. I told myself I had to “pay my dues.” But those hours could’ve been spent on building relationships, strategy, or personal development.
If you're stuck in this loop, you're not alone. It’s a trap that keeps you in a reactive mode, instead of proactive, strategic growth.
The key to escaping this trap is automation. Finding ways to get rid of those low-value tasks that drain your energy and focus.
Shocking Statistic: 80% of the work most professionals do could be automated within a week with the right systems in place.
This isn’t just a statistic; it’s a huge opportunity.
Think about how much of your day is spent on tasks you don’t need to be doing. Could you free up even 2 hours a week by automating those tasks? This isn’t just about saving time. It’s about reallocating your most precious resource—your mental bandwidth—so you can focus on what truly drives your success.
Instead of feeling overwhelmed by the pile of tasks in your inbox, you could wake up with a stress-free day ahead. Knowing your systems are handling the basics. This is the kind of autonomy that allows you to focus on growth, innovation, and vision—that moves you forward.
But how do you get this done?
How To Automate Your Daily Tasks in 5 Minutes That Will Free Up Hours Each Week
Here’s how you can automate your way to more freedom in just 5 minutes a day.
(1) Audit Your Current Workflow
Example:
Let’s say you’re spending an average of 30 minutes each morning organizing your emails and deciding which ones to prioritize. Over a week, that’s about 2.5 hours wasted just sorting through emails, not to mention the mental fatigue it creates.
Steps to Implement:
Track your activities: For the next 3-5 days, keep a detailed log of every task you perform throughout the day. Be specific about the time it takes to complete each one. This includes everything—email, meetings, research, etc.
Identify repetitive tasks: Once you've tracked your activities, highlight tasks that are repetitive. Or consume significant amounts of time without yielding high returns. In this case, sorting and prioritizing emails is a clear example.
Evaluate the potential for automation: Ask yourself, "Could this task be handled by a system, a tool, or a process?" For the email scenario, you might identify that you can automate email sorting by setting up rules or filters in your email client.
Prioritize tasks for automation: Start with one task that consumes the most time or energy. For example, automating email filtering and categorization will free up a significant amount of your day.
(2) Leverage Advanced Automation Tools
Example:
Let’s say you're manually entering new leads into your CRM and then scheduling follow-up emails. This process could take up to 30 minutes per new lead.
Steps to Implement:
Select the right tool: Choose an automation tool that fits your workflow. For this example, we’ll use Zapier, which allows you to connect different apps like Google Sheets, Mailchimp, and your CRM.
Create a Zap for lead entry: Set up a Zap that automatically pulls lead data from your website’s form submission (or a Google Sheet where leads are collected) and inputs it into your CRM system. You can also include additional actions, like sending a follow-up email automatically when a lead is added to the CRM.
Test the Zap: Once you’ve set up your Zap, run a test to make sure it works. When a new lead fills out the form, check that it gets properly added to your CRM, and the email is sent without any manual intervention.
Fine-tune your automation: After using this automation for a week or two, refine it further. Maybe you realize there’s another piece of information you want to collect or a different email sequence to trigger. Adjust your Zap accordingly to continually optimize the process.
(3) Design an Automation Ecosystem
Example:
You’re currently managing your tasks using a project management tool (like Trello), but your calendar, email, and task manager are separate. You find yourself constantly switching between these apps, which wastes valuable time.
Steps to Implement:
Identify the tools you use most: Write down all the tools you use daily (e.g., Trello for task management, Google Calendar for scheduling, Gmail for communication).
Look for integration options: Check if your tools can be connected. For example, use Zapier to integrate Trello with Google Calendar and Gmail. With this integration, when a meeting is scheduled in your Google Calendar, a Trello card can automatically be created to remind you of the meeting, and an email can be sent to the attendees with the details.
Set up the integrations: On Zapier, create a “Zap” that links your Google Calendar to Trello and Gmail:
Trigger: When a new event is added to Google Calendar.
Action: Create a new task in Trello with the event details and send an email reminder to your attendees.
Create a connected workflow: Design a workflow where tasks flow from one tool to another seamlessly. For example, after the meeting, you can set up another Zap to automatically send follow-up emails based on the Trello card’s progress, so you don’t have to remember to do it yourself.
Test the system: Check that the workflow is functioning correctly. Make adjustments based on feedback or new needs that arise as you work with the system.By implementing this multi-layered approach to automation, you’ll not only save time—you’ll work smarter, be strategic and less stressful.
This process isn’t a one-off fix; it’s an ongoing habit that you’ll keep refining as your needs evolve. The key is to get started with a few simple automations and gradually build your system to work for you.
Here’s Why You Should Automate Your Daily Tasks
Automation is no longer optional—it’s a necessity.
First, it exponentially increases your efficiency, allowing you to do more in less time.
Second, it reduces mental fatigue, enabling you to focus your brainpower on high-level tasks.
Third, it’s scalable. You automate once, and benefit from it indefinitely.
The lesson here is clear: when you automate the menial, you give yourself the mental space to work on things that grow your business, impact, and career.
This is the power of automation. It’s not just about saving time; it’s about reshaping your day to focus on the things that truly matter.
Wrapping Up
By freeing yourself from repetitive tasks, you unlock the true potential of your time. Now, go create your automated future, and watch your career and life thrive.
Thanks for being here, I’ll see you next Tuesday at 10 am IST.
Vijaya
I love automation.
And its not that hard.
Even the old faithful Excel is a great tool to use.
And now you can even ask ChatGPT to help you write the formulas.
Brilliant!
So much time can be saved by automating. I have to be honest, I could be better with that. The key is to get systems in place that work for you and that you stick with.