Do you feel like you spend your days at work buried under a mountain of emails, meeting requests, expense reports, and what seems like hundreds of other administrative tasks that are taking up all your precious time?
If you’ve found yourself wishing most of the time that your to-do list would just vanish or magically complete itself, the good news is that it’s a wish that could actually be granted, thanks to automation.
In fact, most mundane workplace tasks could quickly be automated today using the right software programs. Here are some ways to automate simple work tasks, leaving you with more time and boosting your overall Productive at Work.
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Tips To Be More Productive at Work
1. Sorting and Responding to Emails:
On overage, office workers tend to spend around two and a half hours of their day sorting through around two-hundred new emails, reading and replying to them all. That’s 1,000 emails and 12.5 hours over a five-day working week; time that could easily be better spent doing something else. Looking at the statistics, it’s no wonder that a clean inbox has become the ultimate goal, and thanks to email automation, it’s more possible than ever.
If you use Gmail or Outlook, you can set up smart labels, which will automatically sort the emails you receive based on keywords or the sender. And, create pre-saved templates for emails that only need a quick acknowledgment or response such as ‘Thanks!’, ‘I’m working on it’, or ‘Sounds great!’.
You can also download software programs that will help you automate your email tasks even further; check out this article from Send in Blue to learn more about what’s available and how you can put it to use on a day-to-day basis in the office.
2. Meeting and Appointment Scheduling:
Thanks to technology advancements, you don’t need to wait for that big promotion in order to get an assistant. You can now use software programs that work in the form of AI assistants who will schedule all of your meetings for you, saving you hours every week.
The concept was created by X.AI and there’s nothing to download, either – all you need to do is CC their AI assistant, Amy, in an email and she’ll do all the hard work for you. And, the AI assistants aren’t just for work meetings. You can use them to help you remember birthdays, medical appointments, or anything else – just email her with the details and she’ll make a note in your calendar.
3. Proofread Your Work as You Go:
Simple spelling or grammar mistakes are easy to make when you’re in a rush or snowed under with work, but typos on blog posts, emails, or even on your website can be super embarrassing. Whilst you could ask a co-worker to proof-read any potential content, they don’t always have the time or even the know-how to ensure that every little mistake is picked up on.
Instead, you can use a program such as Grammarly; you can write straight into it and it will automatically pick up on and correct any contextual spelling errors, grammar mistakes, or poor use of vocabulary, leaving your writing looking sleek and professional without all the extra work.
4. Connect the Apps You Use Regularly:
Wouldn’t it be great if all the apps that you use for work on a daily basis could talk to each other? Well, the great news is that tools such as IFTTT and Zapier can make that happen; you can connect and automate all your go-to apps in just a few clicks. Zapier, for example, allows you to search through a list of all your favorite apps and choose from a list of pre-made integrations, or even create your own custom workflow. Tasks such as creating Trello cards from your Evernote notes or syncing your Evernote reminders with your Google calendar just got so much easier.
5. Automate Repetitive Computer Tasks:
Do you find yourself doing the same tasks over and over again on your computer, cutting into precious time at work that you could be spending being productive on something more meaningful? The mundane, repetitive tasks are definitely essential, but they’re also pretty boring and time-consuming.
If you’re using a Windows laptop or PC, use the Windows Task Scheduler to create basic tasks, select the frequency of the task, and identify triggers for it. For example, you could set it to open the same programs whenever you log in or delete all files older than a couple of months.
For Mac OS users, check out the Automator tool that comes with a list of built-in actions to create workflows for repetitive tasks such as resizing images, file back-ups, and renaming files.
Small, mundane tasks are an important part of the workday, but they take up so much time. Thanks to these innovative automation tools, you can get highly effective results in much less time.