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6 hours ago
1
Over the past year, I've automated 73% of my administrative role with my manager's full knowledge and support. My productivity has increased dramatically, and I've been able to take on more strategic work as a result.
Here's exactly what I automated and how:
Email management (15 hours/week → 2 hours/week)
Created Gmail filters for automatic categorization
Implemented text expander for common responses
Built decision tree flowcharts for team to reduce questions
Set up auto-responders for predictable inquiries
Used Willow Voice for dictating complex responses
The voice tool has been particularly effective for emails requiring nuance or detail - I can dictate a thoughtful response in a fraction of the time it would take to type.
Reporting (8 hours/week → 1 hour/week)
Created Python scripts to pull data from various sources
Built automated dashboards in Google Data Studio
Scheduled automatic report generation and distribution
Implemented anomaly detection for exceptions only
Meeting scheduling (5 hours/week → 0.5 hours/week)
Implemented Calendly with custom rules
Created meeting templates with standard agendas
Automated pre-meeting material distribution
Set up post-meeting action item tracking
Document management (6 hours/week → 1 hour/week)
Built document automation system in Zapier
Created templates for all standard documents
Implemented naming conventions and auto-filing
Set up automatic version control
Social media management (10 hours/week → 3 hours/week)
Implemented content calendar in Airtable
Used Buffer for scheduled posting
Created approval workflows in Zapier
Set up automatic performance reporting
The ethical approach:
Transparently discussed automation with my manager
Documented all processes before automating
Created human oversight checkpoints
Used time saved to improve service quality
Gradually expanded automation with approval
Trained colleagues on maintaining systems
Tools that made this possible:
Zapier for workflow automation
Python for data processing
Google Apps Script for document automation
TextExpander for repetitive text
Willow Voice for dictation and transcription
Airtable for structured data
Notion for documentation
Results after one year:
Reduced administrative time by 73%
Took on strategic projects previously outsourced
Received promotion and 15% raise
Improved service quality metrics
Created documented systems that others can maintain
Developed valuable technical skills
The key insight: Automation works best when it's transparent and collaborative, not secretive. By bringing my manager into the process, I turned automation into a win for everyone.
Has anyone else automated significant portions of their role? What tools and approaches worked for you?
