What to Automate First in Microsoft 365 for Small Businesses

Automation can be a powerful way for small businesses to save time, reduce errors, and improve consistency. However, many organisations feel overwhelmed when deciding where to start. With so many tools available in Microsoft 365, it is easy to overthink automation or attempt too much at once.

The key to successful automation is not doing everything. It is choosing the right starting points that deliver immediate value without disrupting how people work.

This article explains which processes small businesses should automate first using Microsoft 365, and why starting small leads to better long-term outcomes.

Why Starting Small Matters

One of the most common automation mistakes is trying to automate complex or poorly defined processes. This often leads to confusion, resistance from staff, and systems that are difficult to maintain.

For small businesses, automation works best when it:

• Solves a clear and recurring problem

• Reduces manual effort

• Improves visibility or consistency

• Fits naturally into existing workflows

Starting with simple, high-impact processes builds confidence and encourages adoption.

1. Document Control and Version Management

Document control is one of the easiest and most valuable areas to automate. Many small businesses struggle with outdated files, multiple versions, and uncertainty about which document is current.

Automating document control helps by:

• Centralising documents in one location

• Ensuring staff access the latest version

• Reducing time spent searching for files

• Improving consistency and compliance

This is often the best first automation step because it immediately reduces frustration and supports quality management without changing how people work day to day.

2. Approvals and Simple Workflows

Approval processes are another strong candidate for early automation. Manual approvals often rely on emails, verbal confirmation, or spreadsheets, which can lead to delays and missed steps.

Automating approvals can help:

• Track who approved what and when

• Reduce follow-up emails

• Improve accountability

• Speed up decision-making

Examples include document approvals, purchase requests, and policy acknowledgements. These workflows are usually straightforward and deliver quick wins.

3. Reporting and Status Tracking

Many small businesses collect data but struggle to turn it into useful information. Automating basic reporting improves visibility and supports better decision-making.

Good starting points include:

• Tracking key compliance or quality actions

• Monitoring overdue tasks

• Summarising incidents or issues

• Providing simple dashboards for leadership

The goal is not complex analytics, but clear and accessible information that supports regular review.

4. Repetitive Administrative Tasks

Repetitive admin tasks are ideal automation candidates. These tasks consume time but rarely require judgement or creativity.

• Common examples include:

• Notifications and reminders

• Data entry between systems

• Updating registers or logs

• Generating standard reports

Automating these tasks reduces errors and frees up staff time for more valuable work.

What to Avoid Automating First

Some processes are better left until later.

Automating poorly understood or highly variable processes can create more problems than they solve.

It is best to avoid:

• Automating broken or unclear processes

• Large end-to-end transformations as a first step

• Systems that require heavy training or change management

Automation should support people, not overwhelm them.

Keeping Automation Sustainable

Successful automation is not just about building systems. It is about ensuring they are easy to maintain and understand.

Small businesses benefit most when automation:

• Uses tools staff already know

• Is documented simply

• Can be adjusted internally

• Grows gradually over time

This approach avoids reliance on external support and keeps systems aligned with how the business operates.

Final Thoughts

Automation does not need to be complex or expensive to be effective. By focusing on document control, approvals, reporting, and repetitive tasks, small businesses can achieve meaningful improvements quickly.

Starting with the right processes builds confidence, encourages adoption, and lays the foundation for more advanced automation in the future.

When automation is practical and proportionate, it becomes a natural part of how the business works.

Ready to simplify automation in your business?

AdelaideISO helps small and mid-sized businesses identify the right automation opportunities and build practical systems using Microsoft 365.

If you want to reduce manual effort and improve efficiency without overcomplicating your operations, get in touch to discuss how AdelaideISO can help.