How to Identify Automation Opportunities in 5 Minutes

You don't need an expensive audit to find automation opportunities. Here's a 5-minute framework I use with every client:

The TRAP Framework:

T - Triggered

Does this task start because something specific happened?

• New email arrived
• Form submitted
• Date reached
• Status changed
• File uploaded

If yes → automatable trigger exists.

R - Repetitive

Do you do this task the same way (or very similarly) each time?

• Same steps
• Same format
• Same recipients
• Same logic

If yes → automatable pattern exists.

A - Administrative

Is this task moving information rather than making decisions?

• Copy-paste between systems
• Reformatting data
• Sending notifications
• Updating statuses
• Generating documents from templates

If yes → no human judgment required.

P - Predictable

Can you write down the rules for how it should work?

• If X, then Y
• When A happens, do B
• Every [time period], run [process]

If yes → automatable logic exists.

Score each task:

✓✓✓✓ All four = Immediate automation opportunity

✓✓✓ Three = Strong candidate

✓✓ Two = Might need hybrid approach

✓ One = Probably needs human involvement

Quick audit (do this now):

List 5 tasks you or your team did today:

1. _______________

2. _______________

3. _______________

4. _______________

5. _______________

Run each through TRAP. I bet at least 2 score three or higher.

Common high-TRAP tasks:

• Lead notification and CRM entry
• Invoice data extraction
• Meeting scheduling
• Report generation
• Follow-up reminders
• Document creation from templates
• Status update communications
• Data sync between tools

What TRAP misses:

Some automatable tasks aren't obvious because they're embedded in larger processes. Break down your workflows into individual steps, then apply TRAP to each step.

The goal isn't to automate everything. It's to automate the work that has no business being done by humans-so humans can do the work that actually matters.

Next step:

Pick your highest-scoring task. Estimate how many hours/week it takes. Multiply by 50 weeks × your hourly cost.

That's what you're currently paying for work a machine should do.