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Automation: Why doing less will help you achieve more

If you’ve ever thought “there must be a quicker way to do this,” you’re probably right (and automation is usually the answer).

From onboarding new clients to sending reminders, updating spreadsheets or syncing tools, automations can take repetitive tasks off your hands so you can focus on the work that really matters.

We spoke to Jon Cunningham, an automation specialist who we’ve worked with at The Indispensary, about how he helps clients streamline their systems using tools like Zapier and Asana.

What is automation?

Automation involves using technology to complete tasks without needing someone to do them manually.

Jon said it best: “Every time you do something, there’s a string of steps that you take. Automation is critically analysing these steps and looking for ways that you can eliminate unnecessary ones.”

Instead of copying information from one app to another, sending the same email repeatedly, or ticking off routine admin tasks by hand, automation sets up a system where those things happen automatically, triggered by certain actions or conditions.

It’s like dominoes

Once the processes have been mapped out, it’s possible to assess the effectiveness of each part of the flow. That includes spotting duplication of effort – where the same task is repeated because systems don’t automatically talk to each other.

Jon’s role is to implement tools and create shortcuts so all you need to do is input the data once, or complete one action, and your systems take care of the rest. “You just do that first push and let the technology take those steps on your behalf.”

For example:

  • A new enquiry comes in – your CRM adds the contact and sends a welcome email.
  • An invoice is paid – your spreadsheet updates and your VA gets a Slack notification.
  • A form is completed – a task is created in Asana and assigned to the right person.

Why is this important for charities?

Automation is crucial for charities that need to save time, money and resources in order to make the biggest impact possible. Embracing new technology helps reduce tedious processes and frees up your team.

“It’s about saving time, saving money, reducing error,” Jon says.

People in the charity sector sometimes “have a mindset of this is how we’ve always done it” and can be reluctant to try new ways of working. When days are long and the risk of burnout is high, sticking with familiar processes can seem easier. But in the long run, taking the time to implement these changes will pay off.

Automation is upskilling

No matter how good your team is, there’s always room for human error. “The more we can remove that chance of human error, the more opportunity we have for people to focus on more important, more valuable things and do work that is more rewarding and fulfilling.”

Automation creates more headspace, reduces firefighting, and allows people who are normally caught up in admin to be more creative in their work.

Automation supports your impact

We know from our connections in the charity sector that charity leaders are struggling with too much to do, and never enough time.

Automation helps charities save time, reduce admin, and stay organised so they can focus on delivering real support. It keeps communication consistent, cuts down on errors, and makes the most of limited resources.

For example, if service users are on a waiting list and you’re limited by the number of staff available, you can automate email processes to show your support and keep them updated without creating extra work. “It’s not about revenue, it’s about impact.”

Using AI for efficiency

If you regularly receive long form data that is usually manually extracted, you can instead feed data into AI using Zapier’s engine (which doesn’t store that data, but make sure you’re considering GDPR) to strip out key fields like name, email address, organisation details, etc. That data can then be fed into your systems in a far more manageable way.

Jon explains: “There’s no pride in putting a nail in with your hand – it’s ineffective. If you’ve got a hammer and you use it, that’s great.” The same logic applies to AI: “You’re still creative, and AI is the same. Instead of stifling creativity, it spurs new things.”

Quick wins every charity can make

  • Centralise your enquiries and leads: Automate all your leads, enquiries, and referrals into one central place. It’s easy to miss opportunities when information is scattered. For charities, this means making sure no one who reaches out for support or to volunteer is overlooked, and ensuring they hear back from you, even if you don’t have an immediate answer.
  • Use a task management system: Tools like Asana get everyone’s work down on digital paper, with visibility across the team. It helps people manage their time better, increases transparency and reduces duplication of effort.

Getting support from someone like Jon helps you understand your organisation’s processes and highlights where you can make better use of your people. It’s not just about the technology, but also about creating meaningful jobs and letting the tech take on the tedious work.

Jon has supported many charities and small businesses in just a quick chat. One client said: “In only 1 hour we covered all of the areas that were troubling me and now I’m looking forward to implementing the changes into my task planner.”

Jon offers a free 30-minute session to anyone who needs a bit of support. Want to explore how automation could help your charity? Get in touch with Jon here.

In the meantime, if you need support automating your emails, streamlining your files, or taking on any other administrative task, do get in touch with us.

Image: Unsplash

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