Episode 8: My Automation Toolkit

One of my goals in 2018 was to automate more and I’m carrying that into 2019 . I know I do a lot of things manually, and there are lots of things that I could be doing better. So in this episode, we’re going to look at my automation toolkit. Listen to the episode.

Show Notes


Hey everybody and welcome to Creator Toolkit, the podcast about building stuff on the web. I’m Joe Casabona and today we’re going to talk about what I do to automate processes.

While I know I can’t automate everything, at the very least, there I are things I don’t need to be doing manually. In my master mind group a few weeks ago, one of the members said this to me: “I wonder what you’d be able to do if you had less to do.” So my homework was to make a list of all the things I could automate or outsource. It was a great exercise, and I learned a lot about my process.

I Can Outsource A Lot More Than I Can Automate

Perhaps this is due to a lack of creativity or knowledge (or budget), but I have the feeling there are a lot of tasks in my day-to-day that can’t be automated. That doesn’t mean I have to do them…someone else can do them. But knowing that distinction is important for me, so I don’t spin my wheels evaluating automation processes instead of evaluating a VA.

A great example is my podcast. Here are a few things I intend to outsource:

  • Add the sponsor spots to the midroll
  • Gather the show notes
  • Find the pull quotes
  • Make the images

And the maybes:

  • Upload audio to Libsyn
  • Make an audiogram
  • Schedule the social media
  • Schedule the post

Similarly, I can outsource certain aspects of course creation, like artwork, putting the posts together in WordPress, and more. But, that’s not automation. So…

What Can I Automate?

I’ve determined that anything that requires multiple apps to talk to each other can be automated. I’m already doing things like creating a show notes doc when someone schedules a podcast interview (Calendly -> Evernote), and automatically scheduling YouTube Videos on Social Pilot. I’m still learning the ins and outs of some tools (both of the aforementioned are done with Zapier), but I’m getting better. Some of the tools I’m using more:


As mentioned, Zapier is an integral part to my automation goal. It works with so many other things, and lots of WordPress plugin developers integrate with it. They also support writing Code directly into an automation, if I want.


One place Zapier falls short is device automation, like iOS, Alexa, and Android. This is where IFTTT shines. I’m using a combo of Zapier and IFTTT to do things online and then send reminders to my phone. For example, when I scan a business card into Evernote, I get a reminder 3 days later to follow-up with the person.


TextExpander is a cross platform app that replaces text snippets. It allows me to compose emails from 3 characters, and makes sure I never typo a URL. It also works with with some variables/scripting languages to do some truly cool things.

Siri Shortcuts

Today is iOS 12 day, and the biggest feature by far is Siri Shortcuts. There are 2 resources I plan on consuming this week to help me really understand and make the most out of it: The MacStories iOS 12 Review ebook, and the Siri Shortcuts Field Guide online course. Both are created by podcasters I trust. And the MacStories iOS review is my favorite thing to read around this time each year.


Hazel is an interesting Mac app that lets you automate folder actions. I haven’t dug deep into it yet, but it seems like a good way to automate certain types of backups, Dropbox, and more. I’m hoping that I can use Hazel on my PC through a networked drive.

The Automators Podcast

I’m also listening to a relatively new podcast called Automators. The hosts tackle a new automation topic each show, and it’s fantastic for learning about new tools and generating ideas.

Wrapping Up

So that’s pretty much everything I’m doing right now. I plan on going deep on my blog, Casabona.org, with specific automations I’ve build.

For that and all the show notes, go to creatortoolkit.com/008/. If you liked this episode be sure to leave a rating and review in apple podcasts. And if you have any questions or want me to put together a specific toolkit, email me, joe@casabona.org or follow me on Twitter, jcasabona.

My question for you is: What are you automating? Are there tools you use I didn’t mention here? Let me know on Twitter, @jcasabona, or via email, joe@casabona.org

Thanks so much for listening, and until next time, get out there and build something.

Originally published on Creator Toolkit

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