How much time do you spend on repetitive tasks? Renaming files, sending routine emails, organizing downloads, backing up data. These small tasks add up to hours every week. The good news: most can be automated with free tools you probably already have access to.
Built-in Automation Tools
iPhone/iPad: Shortcuts App
Apple's Shortcuts app is incredibly powerful and free:
- Morning routine: One tap to check weather, read news headlines, show calendar
- Text shortcuts: "omw" automatically expands to "On my way!"
- Share location: Send your current location to specific contacts
- Convert media: Resize images, convert videos, create GIFs
- Triggered automations: Run shortcuts when arriving/leaving locations
Access the Gallery tab in Shortcuts to find hundreds of pre-built automations.
Android: Tasker and Routines
- Samsung Routines: Free on Samsung devices—automate based on time, location, device status
- Google Assistant Routines: Settings → Google → Google Assistant → Routines
- Tasker ($3.49): Advanced automation for power users—virtually unlimited possibilities
- MacroDroid (Free): Simpler alternative to Tasker with visual workflow builder
Windows: Power Automate
Microsoft's free automation tool can handle complex workflows:
- Automatically organize files by type into folders
- Extract data from emails and save to spreadsheets
- Fill out web forms automatically
- Rename batches of files using patterns
- Connect to hundreds of cloud services
Download from Microsoft Store—it's free with Windows 10/11.
Mac: Automator and Shortcuts
- Automator: Built into macOS, create workflows and Quick Actions
- Shortcuts (macOS Monterey+): Same as iOS, syncs across devices
- Hazel ($42): Premium file automation—organize downloads, clear trash, rename files automatically
Cross-Platform Automation Services
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IFTTT (If This Then That)
Connect apps and services with simple "recipes":
- Save email attachments to Google Drive automatically
- Post Instagram photos to Twitter automatically
- Get weather alerts every morning
- Track work hours in a spreadsheet when arriving/leaving office
Free tier: 2 applets. Pro: Unlimited applets for $2.92/month.
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Zapier
More powerful than IFTTT, great for business workflows:
- Create Trello cards from new emails
- Add new customers to email lists automatically
- Sync contacts between apps
- Send Slack notifications for form submissions
Free tier: 100 tasks/month with 5 Zaps.
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Make (formerly Integromat)
Visual workflow builder with advanced logic:
- Conditional branching and filters
- Data transformation and formatting
- Error handling and retry logic
- 1000 free operations per month
10 Automations to Set Up Today
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Auto-organize Downloads Folder
Move files to appropriate folders based on file type (PDFs to Documents, images to Pictures, etc.). Use Power Automate (Windows) or Hazel (Mac).
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Text Expansion
Create shortcuts for frequently typed text: email signature, address, common responses. Built into iOS/Mac, use PhraseExpress or TextExpander on Windows.
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Auto-backup Photos
Set up Google Photos, iCloud, or Dropbox to automatically backup new photos. Never manually transfer photos again.
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Email Filters and Rules
Automatically sort, label, and archive emails. Gmail filters and Outlook rules can handle most email organization automatically.
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Meeting Buffer Time
Use Calendly or Cal.com to automatically add buffer time between meetings—no more back-to-back exhaustion.
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Automated Backups
Schedule automatic backups of important folders to external drive or cloud storage. See our backup guide.
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Social Media Cross-posting
Post to multiple platforms simultaneously using Buffer, Hootsuite, or IFTTT.
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Smart Home Routines
"Good night" turns off lights, locks doors, sets thermostat. "Good morning" starts coffee maker, reads weather.
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Batch File Renaming
Rename hundreds of files with patterns. Use PowerRename (Windows PowerToys) or Automator (Mac).
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Auto-fill Forms
Use browser password managers (Bitwarden, 1Password) to auto-fill not just passwords but addresses, payment info, and common form fields.
💡 Start Small
Don't try to automate everything at once. Pick one annoying repetitive task, automate it, then move to the next. Small wins build momentum.
Conclusion
Automation isn't about being lazy—it's about spending your time on work that matters. Start with text expansion and email filters (immediate impact, easy setup), then explore IFTTT or Shortcuts for more complex automations. Even automating just 15 minutes of daily tasks saves over 90 hours per year.