25 Workflow Automation Ideas

I used to feel like I was drowning in a sea of tiny, repetitive tasks.

It felt like my days were filled with digital paperwork, endless reminders, and a mental to-do list that never got shorter. I was busy but not productive. Sound familiar? We all want to spend our time on things that matter—our family, our health, our work, and our faith. But the little things, the constant "life admin," can drain our energy and steal our focus.

I learned this the hard way. When I was rebuilding my life—losing over 110 pounds, quitting bad habits, and finding a more disciplined path—I realized my energy was a precious resource. I couldn't waste it on small, draining tasks. That’s when I discovered workflow automation. It sounds technical, but it’s not. It’s simply about setting up little helpers to handle the boring stuff for you, so you can focus on what truly counts.

Automation isn’t about being lazy. It’s about being smart. It’s about creating breathing room in your day so you can be present for the big moments and have the energy for deep, meaningful work.

Here are 25 simple automation ideas you can start using today.

Personal and Home Life

Let’s start at home. This is where so much of our mental energy gets used up on small, recurring tasks.

1. Automate Your Bill Payments. Set it up once through your bank. You will never have to worry about a late fee or a last-minute scramble to pay a bill again.
2. Create a Smart Grocery List. Use an app like AnyList or even a shared note that your family can add to. When someone uses the last of the milk, they add it to the list. No more "Who forgot to tell me we were out of bread?" moments.
3. Set Recurring Calendar Reminders. Don’t just use your calendar for appointments. Set annual reminders for birthdays and anniversaries. You can even add a note to buy a gift two weeks before.
4. Automate Your Savings. Set up an automatic transfer from your checking to your savings account every payday. Even a small amount adds up. You’ll be saving money without even thinking about it.
5. Schedule Chore Reminders. Use a simple reminder app or a shared family calendar to assign and remind everyone about chores. It takes the nagging out of the equation.
6. Organize Digital Photos. Use a cloud service like Google Photos or Amazon Photos to automatically back up pictures from your phone. Many can even sort them by face or location automatically.
7. Plan Your Meals. Use a recipe app like Paprika that lets you create a meal plan for the week. With one click, it can generate a grocery list based on your chosen recipes.

Work and Productivity

This was a game-changer for me. Automating small work tasks protected my short bursts of deep work, making those 2–4 hours incredibly productive.

8. Filter Your Emails. Create filters in your email client (like Gmail or Outlook) to automatically sort incoming mail. Newsletters go to one folder, receipts to another, and important client emails stay in the inbox.
9. Use Canned Responses. Do you type the same email over and over? Save it as a template or canned response. Now you can answer common questions in seconds.
10. Automate Your Backups. Don't risk losing important files. Use a service like Dropbox, Google Drive, or OneDrive to automatically sync and back up your work files from your computer to the cloud.
11. Schedule Social Media Posts. If you manage social media for work or a side project, use a tool like Buffer or Hootsuite to schedule your posts in one batch. This frees you from having to post live every day.
12. Block Distracting Websites. Use a browser extension to automatically block distracting websites during your scheduled deep work hours.
13. Automate Meeting Scheduling. Stop the back-and-forth emails trying to find a time to meet. Use a tool like Calendly. You just send a link to your calendar, and people can book a time that works for both of you.
14. Create Document Templates. If you often create the same type of documents (reports, proposals, invoices), create a template. Next time, you just fill in the blanks instead of starting from scratch.
15. Use Text Expansion. This is a secret weapon. Use a tool (like the built-in one on Mac/iPhone or a simple app on Windows) to turn short snippets into long phrases. For example, I can type ";email" and it will expand to my full email address.

Health and Personal Growth

Your well-being is the foundation for everything else. Use automation to build healthy habits, not to add more stress.

16. Set Hydration Reminders. It’s easy to forget to drink water. Set a recurring reminder on your phone or watch to prompt you to drink a glass of water every hour or two.
17. Schedule Your Workouts. Put your workouts in your calendar like any other important appointment. Set a reminder 15 minutes before so you have time to change and get ready.
18. Automate Your Supplement or Medication Reminders. Use a reminder app to make sure you never miss taking your vitamins or any necessary medication.
19. Create a "Wind Down" Alarm. Instead of an alarm to wake you up, set one for 30–60 minutes before bed. This is your signal to turn off screens, dim the lights, and prepare for a restful night’s sleep.
20. Schedule Time for Prayer and Reflection. This has been incredibly important for me. I have a recurring, non-negotiable block in my calendar every morning for prayer and reading scripture. It’s automated, so I don’t have to "find time" for it. The time is already there, protecting my relationship with God.
21. Track Your Progress. Use a simple spreadsheet or an app to automatically track your habits. A simple checkmark each day you complete a workout or read a chapter of a book can be incredibly motivating.

Communication and Relationships

Automation can help you be a more thoughtful and reliable friend and family member.

22. Set "Check-In" Reminders. We all have people we want to stay in touch with but lose track of time. Set a recurring reminder every month or two to call or text a specific friend or family member.
23. Use "Do Not Disturb" Mode. Automate your focus. Schedule your phone to go into "Do Not Disturb" mode during work hours, family dinners, or your quiet time in the evening.
24. Automate Birthday Greetings. Schedule birthday messages in advance for friends and family through email or a scheduling app if you know you’ll be busy on their special day. It shows you care, even when life gets hectic.
25. Set an "End of Day" Auto-Reply. If you get work messages after hours, set up an automatic reply that says you've received their message and will respond during your next work block. This helps you disconnect fully without leaving people hanging.

Automating the small stuff isn’t about becoming a robot. It’s about becoming more human. It’s about freeing your mind and your schedule to focus on the things that give you life, purpose, and joy. It’s about wisely stewarding the time and energy you’ve been given.

So, here’s my question for you: What is one small, repetitive task in your life that you can automate this week?

Just pick one. Start there. You’ll be surprised at how much space a single small change can create.