Automation vs Manual Tasks

TL;DR

This guide helps you decide when to automate tasks and when to do them manually. Automation saves time and reduces errors, but isn’t always the best solution. We’ll cover how to assess your needs and choose the right approach.

1. Understand the Difference

Let’s start with what we mean by automation and manual tasks:

• Manual Tasks: These are jobs done by a person, step-by-step. They require human judgement and intervention.
• Automation: Using software or scripts to perform tasks automatically, without (or with minimal) human input.

2. When to Automate

Automating is a good idea when:

1. Repetitive Tasks: If you do the same thing over and over again, automation can free up your time. Examples include data entry, report generation, or sending standard emails.
2. High Volume: Lots of similar tasks? Automation scales well.
3. Error-Prone Tasks: Humans make mistakes. Automation reduces these errors when done correctly.
4. Time Sensitive: Tasks that need to happen quickly and reliably benefit from automation.

Example: Automatically backing up your files every night.

cron 0 2 * * * /path/to/backup_script.sh

3. When to Stick with Manual Tasks

Don’t automate everything! Manual tasks are better when:

1. Complex Judgement: If a task requires nuanced decision-making, human input is essential.
2. Low Volume: Automating something you only do occasionally might take longer to set up than just doing it yourself.
3. Changing Requirements: Tasks that change frequently are hard to automate because the automation script needs constant updates.
4. Security Concerns: Some tasks, especially those involving sensitive data, require careful human oversight for cyber security reasons.

Example: Handling a customer complaint – it requires empathy and understanding.

4. Assessing Your Tasks

Here’s how to decide:

1. List your tasks: Write down everything you do regularly.
2. Frequency: How often do you perform each task?
3. Complexity: How difficult is the task? Does it require a lot of thought or research?
4. Impact of Errors: What happens if you make a mistake?
5. Time to Automate: Roughly how long would it take to automate this task?

Use a simple table:

Task	Frequency	Complexity	Error Impact	Automation Time
Data Entry	Daily	Low	Medium	2 hours
Customer Support	Variable	High	High	8+ hours

5. Automation Tools

There are many tools available:

• Scripting Languages: Python, Bash, PowerShell – powerful but require coding knowledge.
• Workflow Automation Platforms: Zapier, IFTTT – easier to use for connecting different apps.
• Robotic Process Automation (RPA): UiPath, Automation Anywhere – good for complex business processes.

Choose a tool that matches your skills and the complexity of the task.

6. Testing is Crucial

Before relying on automation, test it thoroughly!

1. Small Scale: Start with a small batch of data or a limited time period.
2. Monitor Results: Check for errors and unexpected behaviour.
3. Regular Reviews: Automation scripts can break over time as systems change. Review them regularly to ensure they still work correctly.

Don’t assume automation is perfect – always verify the results.