In Automate Your Busywork, Aytekin Tank introduces the Automation Flywheel — a cyclical system to help people offload repetitive, low-value tasks and reclaim time for meaningful work. The flywheel consists of three main stages: Divide & Conquer (identify and break down busywork), Design & Implement (map workflows and apply no-code tools), and Refine & Iterate (measure results and continuously improve). The goal is to shift your mindset from doing tasks to designing systems that run them.
10 Steps to Apply the Framework
- Track and Audit Your Busywork
Log your daily activities. Ask: Was it meaningful? Valuable? Flow-inducing? Compare planned vs. actual time. Identify recurring, low-value tasks that sap your focus. - Clarify Your Daily Most Important Task (MIT)
Each day, write your key priority on a sticky note. Start with that before checking email or notifications. Reflect after a few weeks and tweak as needed. - Build Your “Fix‑It” List
Every interruption or minor task gets noted. Add tally marks next to known digital tools you could use to automate them. Over time, this becomes your automation roadmap. - Map Complete Workflows
Break down each targeted task into its full sequence: triggers, steps, decisions, outcomes. Visual thinking reveals hidden complexity and identifies where automation fits. - Select Prime Candidates
Prioritize tasks that are repetitive, multi-step, recurring, delegable, or delayable. Use an impact/effort or 80/20 matrix to identify high-value, low-effort wins. - Design Your Workflow Visually
Create a clear workflow map with start/end points, intermediate steps, decision nodes, and ownership. Use tools like Lucidchart, Draw.io, or Visio. - Pick No-Code Tools & Automate
Choose user-friendly tools: Zapier, IFTTT, Mailparser, Otter.ai, chatbots, email rules. Start with simple automations—like saving attachments or sending template responses. - Deploy and Track Metrics
Launch your automation and define KPIs—time saved, error reduction, consistency. Use monitoring tools to detect failures and ensure smooth operation. - Refine and Iterate Continuously
Review automation performance periodically. Update steps, triggers, or tools. Iterate small improvements to keep your system aligned and effective. - Scale Across Life Domains
Apply this framework to various areas, for example memory (auto-download attachments, sync calendars), communication (template replies, auto‑reminders, AI meeting notes), and workflows (candidate screening, onboarding, content drafts).
Quotes from the book
- “Give this strategy a try for a few weeks with the goal of finishing your MOST IMPORTANT TASK each day. After a month or so, take some time to reflect. How is it working for you? Are there ways you could tweak your approach to make it more effective?”
- “Every time a lesser item on your to‑do list interrupts your pursuit of the day's most important task, add a tally mark (|) next to the solution that would ease that task.”
- “Was the activity meaningful? Was the activity valuable? Do you wish you could have worked on something else instead? Did you have any flow experiences? What were your biggest frustrations? What unexpected tasks or requests popped up?”
- “How do you feel about the day? Did you accomplish what you set out to do? Do you feel like you made (even minor) progress toward your goals?”
- “If you could eliminate anything from your calendar, what would it be? What tasks or activities would you delegate, if possible?”
- “We fail to estimate how much time each step requires, and we don't realize that a one‑off task actually has multiple steps with their own, individual timelines.”
- “Understanding the workflows that underpin each task is like unlocking your own prison door. Suddenly, you can see why ‘I'll just answer this email’ can devolve into 90 minutes of text messages and file‑searching.”
- “This is the essence of a workflow: mapping out the full process in advance. This way, when it's time to act, you're not deciding whether to do something, or wondering what to do next. The plan kicks in, and you execute.”
- “Tasks drag on… and on and on: When a supposedly simple activity gobbles up your afternoon, it's time to take a closer look. You may be underestimating the complexity of a to‑do list item, like getting a budget approved, because it's actually a full workflow.”
- “List out processes that might be ideal candidates for an automated workflow. Anytime you're working and you realize you're in the middle of a manual workflow, stop for a moment and turn to that list.”
- “What can I automate? What should I spend my time on? What shouldn't I spend my time on?”
- “I'll always hire a lazy person to do a hard job. Because a lazy person will find an easy way to do it.” —Bill Gates
- “People who are lazy and impatient don't like doing the same thing twice.”
- “Before you can automate a workflow, you need to understand its current state; that's the only way to streamline the process and make it work better.”
- “The 80/20 rule can also help you trim processes. Examine each workflow map and prioritize the essential 20%.”