What Does "Workflow" Mean?
A workflow is simply a sequence of steps that happen in a particular order. For example:
- Someone fills in a contact form on your website
- You receive their details by email
- You manually add them to your spreadsheet
- You send them a welcome email
Each of those steps is part of a workflow. When you automate it, steps 2, 3, and 4 happen automatically the moment step 1 occurs — no manual work needed.
What Does Automation Actually Look Like?
Automation tools like n8n, Make (formerly Integromat) and Zapier act as a bridge between the apps you already use. They watch for a trigger (something that happens) and then carry out one or more actions (things that get done as a result).
A simple example:
- Trigger: Someone fills in your Google Form
- Action: Their details are automatically added to a Google Sheet AND a welcome email is sent from Gmail
You set this up once. Then it runs forever, without you lifting a finger.
Do I Need to Know How to Code?
No. Tools like n8n, Make and Zapier are built specifically for non-technical people. You connect apps by clicking and dragging — no code required. If you can use email and a spreadsheet, you have everything you need to get started.
Why Does This Matter for Non-Profits and Solopreneurs?
People in the social impact space and solo business owners are often doing the work of an entire team — with a fraction of the resources. Manual admin tasks quietly eat hours every week that could be spent on the work that actually matters: building relationships, serving your community, and making decisions.
According to a McKinsey report, employees spend an average of 28% of their working week on email and routine admin tasks alone. For a solopreneur working 40 hours a week, that's over 11 hours — almost one and a half full working days — spent on tasks that could largely be automated.
Automation won't replace the human parts of your work. It will give you more time to do them.
Common Workflows People Automate
- Donor or client onboarding — automatically send welcome emails and add new contacts to a CRM
- Social media scheduling — post content across platforms from a single source
- Invoice reminders — trigger follow-up emails when invoices go unpaid
- Event registrations — collect sign-ups and send confirmations without manual effort
- Data entry — move information between forms, spreadsheets, and databases automatically
How Do I Get Started?
The best starting point is to identify one task you do manually every week that follows the same steps each time. That's your first automation candidate.
If you'd like hands-on help getting your first workflow up and running, our in-person workshops are designed specifically for people with no technical background. You'll leave with a real, working automation — built by you, on the day.
FAQ
Is Workflow Automation Expensive?
Most automation tools have a free tier that's more than enough for solopreneurs and small non-profits. n8n, Make and Zapier all offer free plans. Paid plans typically start around $9–$20 per month.
How Long Does It Take to Set Up an Automation?
A simple automation (like a form submission triggering an email) can take as little as 10–15 minutes to set up. More complex multi-step workflows might take an hour. After our workshops, most participants leave with their first automation running the same day.
Will Automation Break Something?
It's a common worry — and an understandable one. The short answer is: not if you test it first. Every automation tool has a test mode that lets you check the workflow before switching it on for real.
What If I Need Help?
That's exactly what we're here for. You can join a workshop for hands-on guidance, or email hello@daricewong.com to explore private consulting.