Automation Essentials for UK Small Businesses
Why embrace automation?
Automation is less about replacing people and more about effortlessly eliminating mundane tasks. Typically, these tasks are repetitive, rule-based, and do not require specialist judgement.
Automation aims to lighten mental load and enhance the dependability of processes.
Initial tasks to automate
It isn't practical to automate everything straight away. Prioritise tasks that are done frequently, follow a set routine, and consume substantial time.
Notifications and reminders – automatic notices for upcoming invoice deadlines or internal prompts for project completions.
Handling enquiries – automated replies to common queries like order confirmations or delivery details.
Data syncing between software – new leads from contact forms automatically updating your CRM or accounting spreadsheets.
Billing – routine billing for repeat services or sending payment reminders automatically.
Real-world scenario:
A marketing firm saved 5 hours weekly by automating the task of transferring leads from their website into a spreadsheet and sending confirmations. Automation took on the whole task.
Selecting the ideal tool
There's no need to dive into expensive software purchases immediately. Start with these steps:
Audit your current tools – Examine the functionalities of the tools at hand. Many existing software solutions have automation features built-in, enabling potential automation by simple activation.
Explore no-code services – For linking multiple platforms, consider no-code options like Make or Zapier, which work on basic triggers and actions and offer free versions at the outset.
Begin with one process – Identify your most time-consuming task and automate that first. Evaluate its effectiveness before expanding further.
Make vs. Zapier:
Zapier is user-friendly for beginners, whereas Make provides more advanced features at a lower cost. Both offer free trials – test each to see which suits your needs best.
Getting started without code
Todays’ automation platforms require no programming knowledge. Using a visual interface, you simply drag, drop, and link blocks. Here's the straightforward process:
Select a trigger – Determine what initiates the automation (a new email, completed form, scheduled time).
Specify the action – Define what should follow (send a message, create an entry, update a document).
Test and deploy – Ensure functionality is as expected and then launch your automation.
Setting up a basic automation in Zapier might take just an hour or two, while Make could require a bit longer due to its intricacies but offers more adaptability.
Common pitfalls when implementing automation
automating unclear or disorganised processes,
trying to automate everything simultaneously,
failing to monitor outputs in early stages,
opting for overly complex tools without necessity.
Frequently asked questions about automation
1. How much does automation for a small business typically cost? You can start basic automation for free. Make and Zapier provide free plans and paid options commencing around £8–18 monthly based on usage.
2. Is an IT specialist necessary for automation? No. Anyone can utilise no-code tools without needing technical expertise. You connect blocks using a simple visual interface.
3. What if automation goes awry? All tools allow you to configure error alerts. It is advisable to thoroughly test automations with sample data initially.
4. Is invoicing automation possible? Indeed. Tools like Make or Zapier can connect different services to automate processes such as generating invoices post-order or sending payment alerts.
5. How can I assess if automation is advantageous? Estimate the monthly time spent on a task and multiply it by your hourly rate. If this amount surpasses the cost of automation, it’s beneficial.
6. Are there tasks that can't be automated? Tasks that require creativity, negotiation, or dealing with unique scenarios can't be automated. Focus automation on repetitive, routine activities.
7. How time-consuming is setting up initial automation? Simple automation, like transferring form data to a spreadsheet, can take as little as 15–30 minutes. More complex setups may need several hours.