Let’s face it running a business in isn’t for the faint-hearted.

Whether you’re juggling emails, managing bookings, chasing invoices, or trying to post on social media before dinner, there’s always more to do than hours in the day.

That’s where automation can be a real game changer.

And no, we’re not talking about robots taking over your shop or AI running the show while you retire to a vineyard. 

We’re talking about small, smart tools that can take care of the boring, repetitive stuff, so you can spend more time on what actually matters: your customers, your team, and the reason you got into business in the first place.

So, what is automation?

At its simplest, automation means using software or systems to do tasks for you. Without needing to lift a finger each time.

Things like:

• Automatically sending out appointment reminders
• Posting to Facebook or Instagram on a schedule
• Following up with customers after a purchase
• Keeping your stock or bookings up to date

It doesn’t have to be flashy or expensive. In fact, it can start with tools you probably already use.

Step 1: Spot the bottlenecks

Start by asking yourself (or your team): “What’s something we do over and over again that eats up time?”

Maybe it’s replying to the same questions, chasing late payments, or even copying data from one system to another.

Write those tasks down. If something is boring, repetitive, and doesn’t require much thinking, there’s a good chance you can automate it.

Step 2: Start small

The best automation projects are the ones that feel like a relief, not a headache.

Here are a few simple wins to start with:

Bookings & appointments

Use tools like Calendly, Acuity, or even your Google Calendar with built-in booking forms. Clients can pick a time, and they’ll get auto-reminders, no back-and-forth required.

Email newsletters

Platforms like Mailchimp or Flodesk let you write once and send automatically, great for monthly updates, promotions, or welcome emails.

Invoicing & payments

Xero or Stripe can help automate invoicing, payment reminders, and even recurring billing.

Social media scheduling

Tools like Meta business suite or Later let you plan posts in advance so you’re not scrambling every morning for a caption.

You could also try looking at your customer lifecycle the steps people go through from first hearing about you to becoming regulars. Here are a few spots where automation can help:

• Awareness: Schedule social posts or set up simple analytics
• First interaction: Use auto-replies or welcome emails
• Purchase: Set up online booking or invoice automation
• After purchase: Send follow-ups, review requests, or loyalty rewards
• Repeat & referral: Automate special offers or referral tracking

Even one small change in the right place can make a big difference.

Step 3: Keep it personal

One of the biggest worries with automation is losing the personal touch. But used wisely, it can actually free you up to connect more with customers, not less.

For example:

• Automate your quote follow-ups so you don’t forget
• Use email templates with a few personal tweaks
• Send birthday discounts or “we miss you” emails to past customers

The goal isn’t to remove the human, it’s to support it.

Step 5: Ask for help if you need it

Whether you’re in retail, hospitality, real estate, or running a solo operation, you don’t have to figure this out alone. There are people around who can help from your bookkeeper to your local digital expert.

Even just a one-hour session with someone who “gets” automation can save you hours every week.

Final thought: Time is money, but energy matters too

Here in Central Otago, life moves a little differently. We value our community, our environment, and our time.

So if a bit of smart automation can help you spend less time on admin and more time enjoying what matters, why not give it a go?

Start small. Pick one thing. Try it.

Before you know it, you’ll wonder how you ever lived without it.