Small Business Automation

Small Business Automation

If you do a Google search for “small business automation”, you’ll find a lot of information—some of it useful, but much of it misleading. Most of it is sponsored and clearly not written by anyone who actually runs a small business.

In this article, I’ll explain what small business automation is, how it can benefit your business, and what you should consider before diving in—based on my real-world experience running a one-person business and building automations and AI agents for my clients.

Why Do Small Business Owners Struggle With Automation?

One of the biggest challenges small business owners face is not knowing what automation (and AI) can do for them. This knowledge gap puts them in a difficult position—they don’t know what to ask for when they talk to someone like me.

Small Businesses Don’t Know What They Don’t Know

If you’re not familiar with technology or AI, it’s easy to feel at a disadvantage. What you need are examples—real-life scenarios of what automation can accomplish. This sparks the right line of questioning: “If it can do that, can it do this for my business?”

Unfortunately, traditional developers often don’t bridge this gap. They expect you to provide detailed scoping documents and only build exactly what you ask for. This approach misses the opportunity to uncover true business value.

Where Are We With AI?

We’re very much in the early adopter phase. AI’s potential is undeniable, but it comes with challenges—constant changes, frequent updates, and occasional breakages. For the companies developing AI, your business isn’t their main priority; they’re chasing much bigger goals.

Eventually, things will stabilise, and AI will become a routine part of business operations. But waiting for that moment might mean missing out on the competitive advantages available today. The key is understanding what’s useful now and using it to stay ahead of competitors.

What’s the Difference between Automation and AI Automation?

You may already be familiar with “basic automation” in tools like your CRM, project management software, or email platforms. These are typically rule-based systems: “When this happens, do that.” While useful, they’re limited to simple logic.

AI automation takes this a step further. AI systems can analyse datasets, make decisions, and even learn over time to improve their performance. For example, when you build an AI agent, it acts as a small “worker” that can be trained to perform specific tasks with increasing accuracy.

Tools like Zapier and Make bridge the gap between basic automation and AI automation. They connect systems and add layers of complexity, allowing for decision-making and analysis that simple rule-based systems can’t achieve.

What Should Small Businesses Be Automating?

Here are some key areas where small businesses can benefit from automation:

• Repeated tasks

• Extracting data from emails and inputting it elsewhere

• Workflow or process management

• Copying and pasting data across systems

• Scheduling meetings

• Sending standardised emails

• Responding to form submissions

• Organising files consistently

• Typing recurring sentences or paragraphs

But before automating, ensure these processes work well manually.

Get Your Processes in Order First

Document your processes, workflows, and standard operating procedures (SOPs) before automating. This step is crucial for creating stable and efficient automation. If you don’t know how to start, I can help you map out and refine your workflows.

A common mistake small businesses make is trying to automate poorly defined processes. This leads to systems that are brittle and prone to breaking. Think of it like building a house without a blueprint—it may look fine at first, but it won’t stand the test of time.

Regular Updates and Testing

Automation isn’t a “set it and forget it” solution. Outdated documentation and workflows can lead to automation errors. I recommend reviewing your processes quarterly and updating them after any significant changes.

Validate Before You Automate

Before jumping into automation, take time to validate your processes. This often reveals hidden assumptions or undocumented knowledge. While testing might seem like an extra step, it’s far more cost-effective than fixing automation built on flawed processes.

Examples of Small Business Automation Projects

Here are some real-life examples of automation projects I’ve worked on recently:

• Real Estate: Automating operations, client communications, legal documents, and reminders. This improves real-time visibility into sales, legal, and operational workflows for agents.

• Marketing and Consulting: Analysing RFP documents based on specific criteria, summarising results, and updating CRM systems to assign tasks to the appropriate team members.

• Education: Managing teacher and supply staff details, ensuring compliance with legal and safeguarding requirements, and automating notifications for necessary actions.

These automations save time, improve data accuracy, and give small businesses a competitive edge.

Ready to Transform Your Small Business With Automation?

Don’t let repetitive tasks or inefficient workflows hold you back. Whether you’re just starting with automation or looking to implement advanced AI agents, I can help you streamline operations, improve efficiency, and stay ahead of your competition.

Interested and if you need help implementing Automation in your organisation, set up a free call to discuss your needs.