Get small tasks done automatically using Microsoft Power Automate
Datum: 2024-03-05 10:25
Most people want to use the time we spend working as efficiently as possible — partly because we then have time to do the things that will have the greatest impact and are most important in our work, and partly since we then get time for other things than work.
Some of the things we have to do comprise our “core tasks” — the assignments and tasks that characterize the job we have, which probably are the tasks we want to spend most of our time doing.
But, I myself and many others I meet have plenty of other small tasks to do, which neither feels particularly enriching nor actually contribute with much value, but which still needs to get done so that the core tasks can get done properly in turn. Some tasks are so small and short that we can barely refer to them as “tasks”. They are more like “operations” or “steps”. And yet, they still require some of that most precious resource — time.
For you who prefer listening to reading, this post is also available as an episode of the “Done!” podcast:
RPA for Microsoft-users
The more we can get these minor tasks done automatically, the more time (and energy, for that matter) we have for the core tasks. I have been using the automation service Zapier for a long time and am quite fond of it, but for those who work in a Microsoft environment (which is the majority of my clients), it is not the first choice. Microsoft actually has its own app for “robotic process automation” (RPA) named Power Automate.
Flows for what we want to get done
In Power Automate, as in Zapier, you decide what action you want following a certain something happening. You can, for instance, create a flow that:
- sends you a notification when you receive an email from a specific person (and only then!)
- generates a new to-do-task in Microsoft To-Do if a new card is created on a Trello-board you share with others
- ensures that any attachments you receive in emails sent to your Outlook are saved in OneDrive
- automatically move a file that always gets saved in a particular folder to the right folder, where you prefer it to be
- … and much, much more.
Do this
Does it sound tempting to let Power Automate do parts of your job? Then have a look at it and try to think of ways in which you could use it. There is a nice guided tour as well as short how-to videos and guides that will help you get started.
If you would rather get going straight away, Microsoft has provided a number of templates to start with when you begin building flows. Perhaps you are not the only one who is dying to get rid of some tiny recurring and tedious tasks?
You will find everything you need to know about Power Automate over at Microsoft.
Focusing on what matters
If you allow a service such as Flow to perform some of the smaller operations and tasks you cannot get out of doing, you will be able to focus more on all those truly important tasks. Less time wasted on the little things, and more time for what matters most.
Do you use it for something else?
What do you use Flow for? The tool is rather new and I for one have only found a fraction of all its functions and features. If you have found some really good uses, please share them with me!
(But, will we stop thinking when we have automated parts of our work?)
There's more!
If you want more tips on how to create good structure at work, there are many ways to get that from me - in podcasts, videos, books, talks and other formats.
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