Every day is the same - we manually enter data, send the same emails, check the same spreadsheets. I feel like I'm working in a factory, not in a modern IT company."
Those were the first words of Jovana, HR manager in a software company with 25 employees, when we met at the first consultation. She was exhausted, frustrated, and aware that something had to change.
Three months later, her team successfully implemented process automation and freed up 20 hours a week for strategic work. Here's how we did it.
A problem that everyone recognizes, but few solve
Jovana was not alone. According to research from 2024, the average employee in Serbia spends 32% of working time on repetitive tasks that could be automated.
In Jovana's company, the situation looked like this:
Every Monday:
- Manual collection of reports from 5 teams (2 hours)
- Consolidation of data into a master Excel table (1.5 hours)
- Sending a weekly report to all stakeholders (30 minutes)
Every day:
- Manually entering data from emails into CRM (1 hour)
- Answering the same questions from the candidate (1 hour)
- Tracking who filled out which forms (30 minutes)
Every month:
- Creating invoices and sending them to clients (3 hours)
- Tracking payments and sending reminders (2 hours)
- Financial Reporting (2 hours)
Total: Over 20 hours per week on tasks that do not require human creativity, empathy or strategic thought.
"I know there is a better way," Jovana told me. "But I don't know where to start. Everything seems complicated and expensive."
Five steps to automation that works
Automation doesn't have to be expensive or complicated. Here's exactly how Jovana and I approached the process - and how you can apply the same steps in your company.
Step 1: Map Your Time Vampires
Before automating anything, you must know what you are automating and why.
What we did:
I asked Jovana's team to keep a diary of activities for one week. Every task that is repeated more than once a week - they write it down.
We used a simple table:
| Task | Frequency | Time | Repetitive? | Priority |
|---|---|---|---|---|
| Collecting reports | Weekly | 2h | Yes | High |
| Data entry into CRM | Daily | 1h | Yes | High |
| Answers to the same questions | Daily | 1h | Yes | Medium |
| Creating invoices | Monthly | 3h | Yes | High |
After a week, we had a clear picture: 15 tasks that "eat" time and do not bring value.
Your action step: Grab Excel or Google Sheets and create the same spreadsheet. During the next 5 working days, you and your team write down all repetitive tasks. Don't analyze immediately - just take notes.
Step 2: Apply the "80/20" rule of automation
You can't (and shouldn't) automate everything at once. Focus on the tasks that bring the greatest savings with the least effort.
What we did:
How much time does it take? (more = higher priority)
- How much time does it take? (more = higher priority)
- How easy is it to automate? (easier = higher priority)
From the list of 15 tasks, we chose 5 priority:
- Collection of weekly reports – High time (2h), easy automation
- Data entry into CRM - High time (1h), medium automation
- Creating and sending invoices – High time (3h per month), easy automation
- Answers to frequently asked questions - Medium time (1h), easy automation
- Payment tracking – Medium time (2h per month), medium automation
Your action step: Take your list from Step 1. Rate each task (1-10):
- How much time does it take?
- How easy is it to automate? (if you don't know, guess)
Choose 3-5 tasks with the highest score. Those are your priorities.
Step 3: Choose the right tools (without overdoing it)
The biggest mistake companies make? They buy expensive tools before they understand what they need.
What we did:
We started with tools that Jovana's company already has - Microsoft 365 (Word, Excel, Outlook, Teams) and free versions of other tools.
Tools we used:
- Power Automate (included in Microsoft 365) – For email automation, data collection, report creation
- Microsoft Forms - For automatically collecting information from candidates
- Zapier (free version) – For connecting CRM with other tools
- ChatGPT (free version) – For creating template answers to frequently asked questions
- OneDrive + SharePoint - For document centralization and automatic sharing
Total cost: RSD 0 extra (except for the existing Microsoft 365 subscription).
Your action step: Before you buy anything new, check:
- What tools do you already have? (Microsoft 365, Google Workspace, CRM?)
- What features of those tools do you not use? (Power Automate, Google Apps Script?)
- Is there a free version of the tool you need?
Start with what you have. Upgrade only when you clearly see ROI.
Step 4: Automate one task per week
Automation is not a sprint - it's a marathon. Don't try everything at once.
What we did:
Week 1: Automating report collection
Instead of Jovana sending an email to each team every Monday and waiting for answers, we created a Power Automate flow:
- Every week on Friday at 16:00, a Microsoft Form is automatically sent to each team lead
- Responses are automatically consolidated into an Excel spreadsheet on SharePoint
- On Monday at 9:00 a.m., Jovana receives the finished report in her inbox
Savings: 2 hours a week = 8 hours a month
Week 2: Automation of data entry into CRM
Instead of manual input from emails, we created Zapier automation:
- When an email arrives with a specific subject, the data is automatically extracted
- A new lead is automatically created in CRM
- Jovana receives a notification to review
Savings: 5 hours a week = 20 hours a month
Week 3: Invoicing automation
Instead of manually creating invoices, we set up a template and automation:
- At the end of the month, an invoice is automatically created for each client
- The invoice is sent by email to the client
- A reminder is sent after 7 days if payment is not made
Savings: 3 hours per month
Your action step: Choose one task from your priority list. Just one. Dedicate the next 7 days to learning how to automate and implement it. Only then move on to the next one.
Step 5: Test, optimize, educate the team
Automation is not "set it and forget it". You have to test, monitor, and continuously improve.
What we did:
Testing (first 2 weeks):
- Each automation is first tested on a small sample
- We tracked errors, omissions, edge cases
- We adjusted until it worked flawlessly
Optimization (next month):
- We asked the team, "What's working? What's not working? What could be better?"
- We added new features based on feedback
- We have simplified processes wherever possible
Team education:
- We organized a 2-hour workshop for the whole team
- We have shown how automations work
- We encouraged the team to propose new ideas
Outcome: The team started to identify new opportunities for automation on their own.
Your action step: When you implement automation:
- Test for 2 weeks before releasing it into full production
- Ask the team for feedback every week
- Document the process
- Educate the team – automation is a team sport
The results speak for themselves
Three months after we started, Jovana's team was transformed.
Measurable results:
- 20 hours a week free from repetitive tasks
- 80% of tasks that were previously manual – now automated
- 35% increase in productivity
- NPS jump from 7.2 to 8.8
- 0 additional costs
But the most important result?
"Irena, for the first time in 3 years I have time to do what I love - strategic HR function, people development, culture. I'm no longer an admin assistant - I'm an HR manager again."
Your road map to automation
Your 30-day plan:
Days 1-7: Mapping
- Keep a log of repetitive tasks
- Create a "time vampires" list
- Identify 3-5 priority tasks
Days 8-14: Exploration
- Check what tools you already have.
- Explore Power Automate, Zapier
- Watch 2-3 tutorial videos
Days 15-21: Implementation
- Automate the first task
- Test for 3 days
- Adjust based on results
Days 22-30: Optimization
- Collect feedback from the team
- Optimize the first automation
- Start with another task.
Are you ready to free up 20 hours a week?
If you recognize your company in Jovana's story, it's time to take action.
Through standardization and automation service you will learn:
- How to identify processes that "eat" time
- How to create automations with the tools you already have
- How to implement change without team resistance
- How to measure ROI and continuously improve
Or, if you want a personalized approach, schedule a consultation. Together we will analyze your processes and create an automation plan.
