20 Practical Steps to Automate Tasks and Reclaim 10+ Hours Every Week

If you feel like your workweek disappears into repetitive tasks that drain your energy without adding real value, you’re not alone. The good news is that automation tools have become accessible, affordable, and simple enough for anyone to use. This list walks you through 20 specific tasks you can automate right now, with hands-on tips for getting started. Each item focuses on real-world application so you can implement immediately and start seeing results this week.

Outsource Recurring Digital Tasks Through Legiit
Instead of spending hours each week on content creation, social media management, or graphic design, use Legiit to connect with freelancers who specialize in these areas. The platform makes it simple to find pre-packaged services that fit your budget and timeline. Set up recurring orders for tasks like weekly blog posts or monthly social graphics, and you’ll free up substantial time without hiring full-time staff. The key is to create clear instructions once, then let the freelancer handle the execution week after week.
Set Up Email Filters and Auto-Responses
Start by creating filters that automatically sort incoming messages into folders based on sender, subject line, or keywords. This takes about 15 minutes to set up in Gmail or Outlook but saves you from manually organizing dozens of emails daily. Add auto-responses for common questions or requests, like meeting availability or product information. You can also create templates for frequent replies and use keyboard shortcuts to insert them instantly. This combination can cut your email management time in half.
Automate Social Media Posting with Scheduling Tools
Pick one scheduling tool like Buffer, Hootsuite, or Later, then dedicate one hour each month to batching your social content. Write and schedule 20 to 30 posts in that single session, covering the entire month ahead. Most tools let you recycle evergreen content automatically, so your best posts keep working for you. This approach transforms social media from a daily interruption into a monthly planning task. You’ll maintain consistent online presence while reclaiming hours every week.
Use Text Expansion Software for Repetitive Typing
Install a text expansion app like TextExpander or PhraseExpress on your computer and mobile devices. Spend 30 minutes creating shortcuts for phrases you type constantly, like your email signature, common responses, or frequently used URLs. For example, typing “addr” could instantly expand to your full mailing address. Over time, this eliminates thousands of keystrokes per week. Track which shortcuts you use most and keep refining your library for maximum impact.
Connect Your Apps with Zapier or Make
Choose three repetitive workflows that involve moving information between apps, like saving email attachments to cloud storage or adding form submissions to spreadsheets. Create simple automation recipes (called Zaps) that handle these transfers automatically. Start with pre-built templates if you’re new to automation, then customize them as you get comfortable. Most people save 2 to 4 hours weekly just by automating their three most annoying data transfer tasks. The setup takes 15 to 30 minutes per workflow but pays dividends immediately.
Automate Invoice Generation and Payment Reminders
Switch to invoicing software like FreshBooks, Wave, or Zoho Invoice that automatically generates invoices based on your service rates and sends them to clients on schedule. Set up automatic payment reminders that go out three days before due dates and again if payment is late. This eliminates the awkward task of chasing payments and ensures you get paid on time. You can also enable automatic receipt sending and expense tracking. What used to take an hour or more each week now happens in the background.
Schedule Meetings with Calendar Automation Tools
Stop the endless email chains about finding meeting times by using Calendly, SavvyCal, or a similar booking tool. Set your availability preferences once, then share your booking link whenever someone wants to meet. The tool checks your calendar in real time and only shows open slots, preventing double bookings. It can automatically send confirmation emails, reminders, and even Zoom links. This simple change typically saves 30 to 60 minutes per week spent coordinating schedules.
Create Email Sequences for Lead Nurturing
Build a series of 5 to 10 educational emails that automatically go to new subscribers or leads over several weeks. Use your email marketing platform (like Mailchimp, ConvertKit, or ActiveCampaign) to set up the sequence once, then let it run forever. Each new contact gets personalized communication without you lifting a finger. Include helpful resources, answers to common questions, and soft calls to action. This keeps your audience engaged while you focus on other priorities.
Automate Your Backup Systems
Configure automatic cloud backups for all your important files using services like Backblaze, Carbonite, or built-in solutions from Google or Apple. Set them to run daily during off-hours so you never have to remember to back up manually. Do the same for your website if you run one, using plugins or hosting features that create daily backups. Knowing your data is safe without any effort removes mental burden and protects against costly data loss. Setup takes about 20 minutes and then runs silently forever.
Use Smart Home Devices for Routine Tasks
Install smart plugs, lights, and thermostats that run on schedules or respond to voice commands. Program your coffee maker to start brewing before you wake up, lights to turn off automatically when you leave, and your thermostat to adjust based on your routine. These small automations add up to significant time and mental energy savings. You can control everything from a single app or with voice assistants. The initial setup takes an afternoon but eliminates dozens of small decisions and actions every week.
Automate Bill Payments and Financial Tracking
Set up automatic payments for all regular bills like utilities, subscriptions, and loan payments through your bank or the service providers directly. Then connect your accounts to a tool like Mint or YNAB that automatically categorizes transactions and tracks spending. This eliminates late fees, manual data entry, and the monthly ritual of paying bills one by one. Review your automated finances once per month instead of managing them weekly. You’ll save at least an hour each week while improving your financial health.
Create Document Templates for Common Deliverables
Identify the documents you create repeatedly, like proposals, reports, contracts, or presentations. Build polished templates with your branding, standard language, and formatting already in place. Store them in a shared drive or template library where you and your team can access them instantly. When you need to create a new document, start with the template and just fill in the specific details. This cuts document creation time by 60 to 80 percent and ensures consistency across all your materials.
Automate Data Entry with Form Integrations
Replace manual data entry by using online forms that automatically feed responses into your spreadsheets, CRM, or project management tools. Google Forms, Typeform, and JotForm all offer built-in integrations or work with automation platforms. For example, a contact form on your website can automatically create a new CRM record and add the person to your email list. This eliminates transcription errors and saves hours of copying information from one place to another. Set up one form properly and it works flawlessly for years.
Use Password Managers to Speed Up Logins
Install a password manager like 1Password, Bitwarden, or Dashlane that automatically fills login credentials across all your devices. Spend an hour migrating your passwords into the system, then let it handle all logins going forward. This saves dozens of small moments every day when you would otherwise search for passwords or reset forgotten ones. As a bonus, it encourages stronger security practices because you don’t have to remember complex passwords. Most people save 15 to 30 minutes per week just from faster, frustration-free logins.
Schedule Regular Reports to Generate Automatically
If you pull the same reports weekly or monthly from analytics platforms, set them to generate and email automatically instead. Google Analytics, social media platforms, and most business software offer scheduled reporting features. Specify the metrics you care about, choose the frequency and recipients, then let the system handle it. You can review the reports when they arrive rather than logging in to create them manually. This simple change often saves 30 to 60 minutes per reporting cycle with no loss of insight.
Automate Customer Onboarding Processes
Create a standardized onboarding workflow that triggers automatically when someone becomes a new customer or client. This might include welcome emails, access instructions, resource links, and check-in messages spaced over the first few weeks. Use email sequences combined with task automation tools to deliver a consistent experience without manual intervention. You can also automate account setup, access provisioning, and initial training materials. New customers get a professional experience while you focus on delivering actual value rather than administrative setup.
Set Up Automatic Expense Tracking
Use apps like Expensify or Receipt Bank that automatically capture receipts from your email, extract the relevant data, and categorize expenses. Many business credit cards now integrate directly with accounting software to import transactions automatically. Take 20 minutes to connect your accounts and set categorization rules, then watch your expense tracking happen in the background. Come tax time or budget review, everything is already organized. This saves hours of receipt hunting and manual entry while improving accuracy.
Automate Routine Communication with Canned Responses
Create a library of pre-written responses for the questions and requests you receive most often. Gmail calls these “canned responses,” while other email clients have similar features under different names. Write clear, friendly responses to things like pricing inquiries, meeting requests, or status updates. When the situation arises, insert the appropriate response and personalize it with specific details. This maintains a personal touch while cutting your response time to a fraction of what it was. Most people can automate responses to 40 to 50 percent of their incoming messages this way.
Use Project Management Tools with Recurring Task Features
Set up recurring tasks in tools like Asana, Todoist, or ClickUp for everything you do on a regular schedule, from weekly reports to monthly reviews. The system automatically creates the task at the right time so you never forget or waste time planning the same activities repeatedly. Add checklists and templates to recurring tasks so all the details are ready when you need them. This approach turns routine work into a reliable system that requires zero planning energy. You simply show up and execute when the task appears.
Automate Content Curation and Research
Use tools like Feedly or Pocket combined with automation to gather relevant articles and resources without manual searching. Set up RSS feeds for key industry sources, then create rules that automatically save articles matching certain keywords. You can even automate the sharing of curated content to your social channels or newsletters. Instead of spending an hour daily reading random content, spend 20 minutes reviewing pre-filtered, relevant material. This keeps you informed while dramatically reducing information overload and time spent hunting for good content.

These 20 automation strategies represent practical, achievable changes you can implement right away. Start with the three tasks that consume most of your time or cause the most frustration, then work through the rest at your own pace. The beautiful thing about automation is that the time investment is front-loaded. You spend 15 minutes to an hour setting something up, then reap the benefits week after week. As these automations stack up, you’ll find yourself with 10, 15, or even 20 extra hours each week to focus on work that actually matters or simply enjoy more personal time.