How to Automate Your Busywork

Reading and sorting email

4.2 — false — true — Communication

Drafting routine replies

2.8 — false — true — Communication

Scheduling meetings

1.5 — false — true — Calendar

Searching for info before meetings

1.2 — false — true — Meetings

Copying tasks from email to task manager

0.8 — false — true — Tasks

Following up on unanswered emails

1 — false — true — Communication

Writing client proposals

3.5 — true — false — Creative

Client strategy sessions

4 — true — false — Creative

Reviewing and approving work

2 — true — false — Decision

Updating spreadsheets and reports

1.5 — false — true — Admin

Level 1: Eliminate

The best automation is deletion. Some tasks exist only because "we've always done it." Ask: "What happens if I stop doing this?" If the answer is "nothing," stop. — Status meetings with no decisions,Reports nobody reads,CC'd email threads you don't need,Recurring calendar holds that expired — 2-4 hrs/week — Easy

Level 2: Templatize

If you write the same type of email, doc, or response more than 3 times, create a template. Not copy-paste: a structured template with blanks. — Client onboarding emails,Project update formats,Meeting agenda templates,Follow-up email frameworks — 1-3 hrs/week — Easy

Level 3: Batch

Group similar tasks and do them all at once. Context switching between types costs 23 minutes per switch. Batching eliminates the switching tax. — All email in 3 batches/day,All invoicing on Friday,All scheduling in one block,All admin tasks after lunch — 2-5 hrs/week — Medium

Level 4: Automate with tools

Use software to handle repetitive actions without your involvement. Rule-based workflows, auto-sorting, scheduled sends, integrations. — Email filters and rules,Zapier/Make workflows,Calendar scheduling tools (Calendly),Auto-invoicing on project completion — 3-5 hrs/week — Medium

Level 5: Delegate to AI

AI handles tasks that require pattern recognition, language processing, and context, not just rules. Email triage, draft generation, task extraction, meeting prep. — AI email triage and prioritization,Draft replies in your voice,Auto-extract tasks from messages,Meeting preparation briefs — 5-10 hrs/week — Easy (with the right tool)

Email sorting and triage

4.2 hrs — 0.5 hrs — 3.7 hrs

Drafting routine replies

2.8 hrs — 0.5 hrs — 2.3 hrs

Meeting scheduling

1.5 hrs — 0.2 hrs — 1.3 hrs

Pre-meeting research

1.2 hrs — 0 hrs — 1.2 hrs

Task extraction from email

0.8 hrs — 0 hrs — 0.8 hrs

Follow-up tracking

1.0 hrs — 0 hrs — 1.0 hrs

Report/spreadsheet updates

1.5 hrs — 0.3 hrs — 1.2 hrs