Quick Reference
Key Information at a Glance
Automation Decision Matrix
| Factor | Automate | Don't Automate |
|---|---|---|
| Frequency | Daily or more | Rarely happens |
| Complexity | Predictable steps | Requires judgment |
| Time cost | Significant | Quick to do manually |
| Error risk | Prone to mistakes | Low-stakes |
| Personal touch | Not needed | Matters |
Automation Platforms Comparison
| Platform | Best For | Learning Curve | Price |
|---|---|---|---|
| Zapier | Beginners, most use cases | Easy | Free tier, then $20+/mo |
| Make | Complex workflows | Medium | Free tier, then $9+/mo |
| Power Automate | Microsoft users | Medium | Included with M365 |
| n8n | Self-hosters, developers | Hard | Free (self-hosted) |
| IFTTT | Simple automations | Easy | Free tier, then $3+/mo |
Email Automation Checklist
- Auto-filter newsletters to folder
- Auto-archive notifications
- Label important senders
- Set up templates for common responses
- Enable smart compose/reply
- Configure VIP alerts
- Schedule email processing times
Calendar Automation Checklist
- Set up scheduling link (Calendly, etc.)
- Define available hours
- Add buffer time between meetings
- Block focus time
- Enable meeting prep reminders
- Set up meeting-free days
- Configure time zone handling
Task Automation Checklist
- Email to task integration
- Voice capture setup
- Calendar to task connection
- Recurring tasks configured
- Project templates created
- Priority automation rules
- Review reminders scheduled
File Organization Checklist
- Folder structure defined
- Naming convention documented
- Auto-sort rules for Downloads
- Cloud backup configured
- Email attachment automation
- Duplicate detection enabled
- Regular cleanup scheduled
Smart Home Essentials
| Device Type | Top Options | Purpose |
|---|---|---|
| Smart speaker | Echo, Google Home, HomePod | Voice control |
| Smart lights | Philips Hue, LIFX, Wyze | Lighting automation |
| Smart thermostat | Nest, Ecobee | Climate automation |
| Smart plugs | TP-Link, Amazon | Make anything smart |
| Smart lock | August, Yale, Schlage | Keyless entry |
| Robot vacuum | Roomba, Roborock | Automated cleaning |
Common Automation Triggers
| Trigger Type | Examples |
|---|---|
| Time-based | 9 AM daily, every Monday, first of month |
| Event-based | Email received, file added, form submitted |
| Location-based | Leave home, arrive at office |
| Manual | Button press, voice command |
| Conditional | If temperature above X, if inbox count > Y |
Workflow Building Steps
- Identify repetitive process
- Map current steps
- Define trigger
- Choose automation platform
- Build basic workflow
- Test thoroughly
- Add error handling
- Document
- Deploy
- Review periodically
AI Tools by Category
| Category | Tools |
|---|---|
| General AI | Claude, ChatGPT, Gemini |
| Email AI | Superhuman, SaneBox, Shortwave |
| Calendar AI | Reclaim, Motion, Clockwise |
| Writing AI | Notion AI, Jasper, Copy.ai |
| Research AI | Perplexity, ChatGPT, Claude |
| Workflow AI | Zapier AI, Make AI |
Finance Automation Checklist
- All bills on auto-pay
- Automatic savings transfers
- Investment contributions automated
- Expense tracking connected
- Credit monitoring enabled
- Financial alerts configured
- Weekly review scheduled
Time Saved Estimates
| Automation | Time Saved |
|---|---|
| Email filtering | 30 min/day |
| Scheduling links | 15 min/meeting |
| Task automation | 20 min/day |
| File organization | 15 min/day |
| Social media scheduling | 1 hr/week |
| Bill auto-pay | 2 hr/month |
Keep this reference handy as you build your automated life.