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Streamlining with Zapier

How I Streamlined My Work Flow Process with Zapier

Discover how to streamline your workflow and boost productivity with Zapier!

If you’ve been following along, you may remember the blog post on how to “Perk Up Your Productivity: Brewing Success with Seven Essential Digital Tools.” We’re taking productivity to another level by adding another shot of espresso today because keeping up with daily demands can sometimes feel like a never-ending caffeine quest. 

As someone who has constantly strived for better time management and efficiency, I discovered a game-changing solution that has helped improve the way I work: Zapier. By automating a repetitive task, I was able to be more efficient and reclaim valuable time. In this post, I’ll share more about Zapier and provide actionable tips so you can achieve time-saving results and optimize your workflow too.


What is Zapier?

Zapier is a powerful automation tool designed to connect different web applications and automate workflows between them. By creating automated workflows, known as “Zaps,” Zapier allows users to transfer data and initiate actions across a wide range of apps and services without the need for coding. Whether you’re looking to streamline communication, manage tasks more efficiently, or reduce manual data entry, Zapier provides a user-friendly interface to set up these automated processes, enabling you to focus on more important tasks. 

How does Zapie rWork

How Does Zapier Work?

Zapier operates on a simple yet powerful principle: connecting your favorite web applications to automate tasks and workflows. Here’s a step-by-step look at how it works:

  1. Triggers and Actions: At the core of Zapier’s functionality are “Triggers” and “Actions.” A Trigger is an event that starts a workflow, such as receiving a new email or adding a new contact. An Action is what happens as a result of the Trigger, like creating a new task in your project management tool or posting a message in a Slack channel.
  2. Creating a Zap: A “Zap” is a workflow that you create by linking a Trigger to one or more Actions. For example, you can set up a Zap so that when you receive an email with an attachment in Gmail (Trigger), the attachment is automatically saved to a folder in Dropbox (Action).
  3. Choosing Apps: Zapier supports over 2,000 apps, including popular options like Gmail, Slack, Trello, Google Sheets, and more.
Zapier Recipe

What You Can Do With Real-World Zap Recipes

In my own workflow, I brewed up a custom Zap recipe! The workflow captures data submitted by a customer, adds it to my Google Doc, and utilizes a ChatGPT assistant that I built to interpret and process the data. It sounds super cool—and trust me, it is! Plus, no Python coding skills were needed. (Though that’s still on my bucket list—check out the May edition of Caffeinated Conversations where I share a curated list of free skills-building resources for just about anything you want to learn.) 

Zapier’s ability to connect thousands of apps means you can automate all kinds of tasks. Here are some examples of Zap recipes that can streamline your workflow:

  1. Email:
    • Save Gmail attachments to your preferred cloud storage service such as Dropbox, Google Drive, Box, or OneDrive: Save photos and files so they don’t get lost in your email.
    • Gmail to Trello: Automatically create a new Trello card for every email in Gmail labeled “To Do,” ensuring you never miss an important task.
    • Outlook to Slack: Send a Slack notification to a specific channel every time you receive an email from a key client in Outlook, keeping your team in the loop.
  2. Project Management:
    • Trello to Google Calendar: When a new card is added to a Trello board, create an event in Google Calendar to keep track of deadlines and meetings.
    • Asana to Todoist: Add new Asana tasks to Todoist as to-dos, ensuring all your tasks are consolidated in one place.
  3. Social Media:
    • Instagram to Twitter: Cross-post your Instagram photos to Twitter automatically, saving you the hassle of posting manually on both platforms.
    • RSS to LinkedIn: Share new posts from your favorite blogs via RSS feeds to your LinkedIn profile, keeping your network engaged with fresh content.
  4. Data Management:
    • Google Forms to Google Sheets: When respondents submit answers via Google Forms, automatically create a new row in Google Sheets to organize the data effortlessly.
    • Typeform to Mailchimp: Add new Typeform respondents to a specific Mailchimp (or ConvertKit or other email service provider) list, keeping your email marketing database up-to-date.
  5. Customer Relationship Management (CRM):
    • HubSpot to Google Contacts: When a new contact is added in HubSpot, instantly create a corresponding contact in Google Contacts, maintaining consistency across your platforms.
    • Salesforce to Slack: Post a message in a specific Slack channel whenever a new lead is created in Salesforce, ensuring your sales team is always updated.
  6. E-commerce:
    • Shopify to QuickBooks: Whenever a new order is placed in Shopify, create a corresponding sales receipt in QuickBooks for seamless accounting.
    • WooCommerce to Dropbox: Save new customer receipts generated from WooCommerce orders to a specific Dropbox folder for easy access and record-keeping.
  7. Build a Custom Chatbot:
    • Communication: to put together the right words for a difficult conversation.
    • Business Coach Chatbot: to create a virtual business coach
    • Explain bot template: to explain difficult concepts simply

This list of examples should give you an idea of how you can use Zapier to simplify and automate various aspects of your work and personal lives.

Step-by-step tutorial to set up your own Zaps with ease

Getting Started with Zapier

Ready to streamline your workflow and boost your productivity with Zapier? Here’s a step-by-step guide to help you get started:

  1. Sign Up for Zapier:
    • Head over to Zapier’s website and sign up for a free account. Zapier offers various plans, but you can start with the free tier and upgrade later as needed.
  2. Explore Zap Templates:
    • Zapier provides a vast library of pre-made Zap templates to get you started quickly. Browse through these templates to find workflows that suit your needs. Templates can be found on the Zapier homepage or through the “Explore” tab.
  3. Create a Custom Zap:
    • If you have a specific workflow in mind, follow these steps to create your own custom Zap:
      1. Choose a Trigger App: Select the app you want to use as your Trigger. For example, if you want to automate actions based on new emails, select Gmail as your Trigger app.
      2. Set Up the Trigger Event: Define the event that will start your Zap. For instance, you could set the Trigger to be “New Email in Gmail.”
      3. Choose an Action App: Select the app where you want the action to take place. For example, you might want to create a new task in Trello whenever you receive a new email.
      4. Set Up the Action Event: Define the specific action that should occur, such as “Create New Card” in Trello.
      5. Customize Details: Add any details or conditions to refine your Zap, like specifying keywords in the email subject to trigger the Zap.
      6. Test Your Zap: Zapier will prompt you to test your Zap to ensure everything is working correctly. Complete the test and make any necessary adjustments.
      7. Turn On Your Zap: Once you’re satisfied with the setup and the test results, turn on your Zap. It will start running automatically based on the Trigger and Action you’ve defined.
  4.  Monitor and Optimize:
    • Keep an eye on your Zaps by reviewing the Zap History in your Zapier dashboard. This will help you monitor their performance and make any adjustments to improve efficiency or fix errors.
  5.  Explore Advanced Features:
    • As you become more comfortable with Zapier, explore advanced features such as multi-step Zaps, filters, and conditional logic to create more sophisticated workflows.

Explore all Zapier apps here!


Whether you’re a small business owner, a freelancer, or a busy professional, if you’d like to transform the way you work by automating routine tasks and streamlining processes without needing a degree in coding, Zapier is a great blend.  You’ll be well on your way to boosting productivity and reclaiming valuable time. 

If you’re serious about reaching your goals, we’re ready to listen and help you…

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