Problem · Recurring manual work
The same steps every week. How many hours is that per year?
Small routines don't stand out one by one. Added up, they quickly become whole workdays. Only the number shows which routine to hand off first: to a person, to a documented process, or to an automation.
Automation potential self-check
Minutes times frequency. Calculated over the year.
Enter your recurring tasks: how long each takes and how often they happen per week. You can overwrite the examples.
Manual work per year
375,7 Hours
about 47 working days at 46 work weeks
Check first:
- Transfer data between two tools115 h
- Match invoices and receipts115 h
- Write reminders to customers76,7 h
Hours per year = minutes × frequency per week × 46 ÷ 60
Assumptions and limits
- The calculation assumes 46 working weeks and 8 hours per working day.
- It shows time, not suitability. Some work needs judgment and can't be automated.
- An automation costs setup and upkeep. It usually pays off only for frequent, uniform steps.
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How you'll notice
The day is full. Just not with the actual work.
- On Fridays you copy numbers from three tools into a spreadsheet.
- You write reminders to customers from scratch every time.
- If the colleague is on vacation, a step stalls because only she thinks of it.
Understand the causes
Why manual work stays, even though they annoy everyone.
- 01
Routines aren't described anywhere
- How you'll notice
- Everyone carries out the process a little differently.
- Why it happens
- What isn't written down can be neither handed off nor automated.
- What helps
- Write down the three biggest items from the calculation above in five steps each.
- Limit
- A description doesn't save time yet. It's the prerequisite.
- 02
A person is the interface
- How you'll notice
- A large part of manual work is retyping and copying between tools.
- Why it happens
- Systems don't exchange data, so someone transfers it by hand.
- What helps
- First connect the transfer that takes the most hours per year, not the easiest one.
- Limit
- Some tools offer no interface. Then a regular export remains as an interim solution.
- 03
Small tasks don't seem worth it
- How you'll notice
- Five minutes go unnoticed, so nobody tackles them.
- Why it happens
- Nobody scales duration times frequency up to a year.
- What helps
- Rate each routine in hours per year, as in the calculator above.
- Limit
- Rare, complex tasks often aren't worth it despite the many minutes.
- 04
Nobody understands old automations
- How you'll notice
- Something runs automatically, but nobody knows exactly what.
- Why it happens
- Automations were built once and never described. People hesitate to create new ones.
- What helps
- Create a list of all running automations: what they do and who owns them.
- Limit
- An automation nobody understands is a risk, not a relief.
Ways to solve it
Not everything has to run automatically.
| Way | Enough if | Limit |
|---|---|---|
| Describe the routine as a checklist | The task needs judgment or comes up only rarely. | Saves no time, only mistakes and follow-up questions. |
| Templates and text blocks | Much manual work consists of similar texts and emails. | Someone still has to remember and send them. |
| Automation tool between other tools | Individual data flows between two systems should run. | One more place to maintain; errors often show up late. |
| Peak One Automations | Recurring processes with tasks, approvals, and waiting times should run in a checked, traceable way. | Actions directly in other tools are planned, not available. The team keeps the final call. |
Peak One in action
From the routine to a verified process.
- TriggerWhat does manual work cost us, and what do we hand off first?
- 01 · ProcessSignalAutomation Opportunities shows what you could automate next.
- 02 · ProcessUnderstandingAutomation Coverage shows which processes already run automatically.
- 03 · AutomationDecisionIn Automations you describe the routine in one sentence, review and test the flow, and only then release it to run.
- 04 · RunActionAutomation Runs shows what the automation last did; Automation Health, whether everything runs without errors.
The views for it
Automation in Peak One.
Automation OpportunitiesAvailableAutomationWhat could we automate next?
Automation CoverageAvailableAutomationWhich processes already run automatically?
Automation RunsAvailableAutomationWhat have the automations done lately?
Automation HealthAvailableAutomationAre all automations running without errors?
The apps for it
Hand off what repeats.
Three steps
Count first. Then hand it off.
- 01 / 03
Keep notes for a week
Note every activity that repeats, with minutes per time. The small ones too.
- 02 / 03
Extrapolate and sort
Enter the list into the calculator above. The top three items count, the rest wait.
- 03 / 03
Hand off a routine
Only one: describe it, hand it off, or automate it. Then the next.
Frequently asked questions
Briefly answered.
Which tasks are good candidates for automation?
Those that happen often, always run the same way, and need no judgment. Tasks with many exceptions are better described as a checklist first.
Do I need to know how to code to automate in Peak One?
No. In Automations, you describe in plain words what should happen. That becomes a process that you review and test before you approve it.
When does an automation pay off?
When the hours saved per year clearly exceed the effort for setup and upkeep. The calculation above gives you the first half of this trade-off.
Keep exploring
What's included.
- FunctionTasks & projectsProjects as a board, tasks in the daily plan, one chat per project.View
- FunctionIntegrationsConnect 3,270 tools without a second copy of your data.View
- Use caseCustomer onboardingFrom close to first result, without anything getting lost between sales and delivery.View
- Software categoryWorkflow automationRecurring workflows that run even when nobody remembers them.View
- ProblemDisconnected systemsThe shop, accounting, and CRM all work, but none of it reaches the others.View
- ProblemUndocumented processesHow something is done is known only by whoever always does it.View
✦ A Peak principle
Energy is finite. Give it to what lasts.
Protect what strengthens you
More problems
Typical bottlenecks in growing companies, each with a tool you can try right away, the causes, and the path Peak One provides for it.
Solve it once. The rest follows.
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