This is the audit I run every quarter. It takes 15 minutes and always reveals at least one task I should have automated months ago.
The Audit Framework
Step 1: List Your Daily Tasks (5 minutes)
Grab a piece of paper or open a blank doc. List everything you did yesterday:
- Checked email ___ times
- Updated spreadsheets
- Posted to social media
- Sent follow-up messages
- Copied data between apps
- Generated reports
- Scheduled meetings
- Filed expense receipts
Don't filter. Write it all down, even the "quick" 2-minute tasks.
Step 2: Mark the Repetitive (3 minutes)
Go through your list and highlight anything that:
- Happens on a schedule (daily, weekly, monthly)
- Follows the same pattern every time
- Involves copying the same data to different places
- Requires you to remember to do it
These are your automation candidates.
Step 3: Calculate the Hidden Cost (4 minutes)
For each highlighted task, estimate:
- Frequency: How often per week?
- Duration: How long each time?
- Error rate: How often do you forget or mess it up?
The formula: Weekly hours = (Frequency × Duration) ÷ 60
Example:
- Manual expense reporting: 3× per week, 20 minutes each
- Weekly hours: (3 × 20) ÷ 60 = 1 hour/week
- Annual cost: 52 hours — more than a full work week
Step 4: Pick Your First Target (3 minutes)
Sort your list by weekly hours. The winner is usually obvious.
But here's the twist: Don't pick the biggest one first.
Pick the task that:
- Is the most annoying
- Has a clear trigger ("when X happens, do Y")
- Has predictable steps
- You can test quickly
Quick wins build momentum.
