What’s Wasting Your Team’s Time and How AI Can Help

This is Part Two of a Blog Series: The AI Era for SMEs - Survive, Simplify, Scale

If you run an SME, especially in professional services or admin-heavy roles, you know the grind: chasing information, duplicating updates, redoing work that should have been automated months ago. It’s death by a thousand tasks - and it eats into your margins.

According to Be the Business, SMEs lose an average of 120 hours per employee every year to inefficient processes. That’s more than 3 weeks of lost productivity per person.

Let’s look at what that actually means.

The biggest time drains in SMEs

Through industry data and our own work with hundreds of SMEs, the same culprits appear again and again:

1. Updating CRMs and project trackers (4–6 hours per week) Most SMEs still rely on staff to manually update customer records, project statuses, and notes across multiple tools. AI Fix: Connect your CRM to project management tools so updates happen automatically.

2. Sending repetitive client emails (2–4 hours per week) From scheduling reminders to chasing documents, these small tasks eat up valuable time. AI Fix: Use email automation to create templates, set triggers, and reduce back-and-forth.

3. Preparing reports manually (3–5 hours per week) Compiling data from spreadsheets, CRMs, and analytics tools is slow, error-prone work. AI Fix: AI-powered dashboards pull data from multiple sources and generate reports in seconds.

4. Scheduling meetings (1–2 hours per week) Coordinating diaries and sending booking links adds up fast. AI Fix: Smart scheduling tools eliminate the back-and-forth entirely.

5. Transferring data between tools (2–4 hours per week) Copy-pasting information from one system to another is both risky and wasteful. AI Fix: Integration platforms like Make or Zapier sync data instantly.

Across even a five-person team, these inefficiencies can cost 40–60 hours every single week.

The hidden cost of admin

• Lower morale. Teams get stuck doing work that doesn’t play to their strengths.
• Delayed delivery. Manual tasks create bottlenecks that slow your business down.
• High churn. Skilled staff leave when they feel like robots.

Automating admin doesn’t just cut time it keeps your people engaged and focused on higher-value work.

A perspective from Crispin Read, CEO of The Coders Guild

"Most SMEs think the cost of automation is financial. It’s not. The real cost is time lost to boring, manual work that drains your team and delays your output. We’ve seen businesses unlock weeks of time just by connecting the dots between tools they already use."

Real-World Proof: Omega Healthcare

Omega Healthcare, a US-based revenue-cycle management firm, partnered with UiPath to streamline administrative workflows like billing and insurance claim processing. Since 2020, they've automated tasks for 60–70% of clients, processing over 100 million transactions.

The outcome? 15,000 employee hours saved per month, a 40% cut in documentation time, 50% faster turnaround, and 99.5% accuracy, delivering a 30% ROI.

This isn’t advice. It’s proof on a much larger scale, but the logic still applies to SMEs. Start with just a few repetitive tasks and watch time multiply.

Additional Evidence of What Automation Unlocks

• In some SMEs, 40% of each week is spent on repetitive tasks, totaling 500+ lost hours annually.
• Surveys show 88% of small businesses using automation claim they compete more effectively with larger rivals.
• Research from Sustainable Manufacturing Expo shows automation can raise productivity by up to 30% and reduce manual errors by 25%. Business.
• A Deloitte-backed study highlighted:
  • 15–20% cost reduction in automated processes
  • 30–50% faster document handling
  • 32% drop in human error rates

FAQs: Automation and Your Team

Isn't automation just for big companies? Nope. Tools like Power Automate and Zapier are made for small teams who need fast, low-code fixes.

What if our data is sensitive? You control where and how data flows. The bootcamp teaches best practice for security and transparency.

Will this replace jobs? No. It removes the repetitive grunt work so your team can do the work they were actually hired for.

How do I know what to automate? You’ll map your workflows and identify bottlenecks in week one of the course.

Bottom Line

Automation isn’t about replacing people. It’s about giving your team back time, clarity, and purpose. Every hour automated is reinvested into client value, growth, or innovation.

Our AI & Automation Bootcamp helps you start small, test quickly with simple workflows, and scale as confidence grows.