How to Get Started with RPA in Your Agency Today

So, you’re ready to dip your toes into Robotic Process Automation (RPA) and start streamlining your agency. That’s awesome.

Before diving in, let’s walk through three easy steps to help you automate smarter, save time, and boost efficiency with no coding required.

Step 1: Start Small with Built-In Automation Tools

Before you buy anything new, take a look at the tools you already use. Many platforms, such as Outlook, Gmail, or your agency management system, have basic automation built in.

Try This:

• Set up email rules that automatically sort or forward messages.
• Create auto-responses that confirm receipt of client emails.
• Use folder filters to prioritize messages from important clients or carriers.

These small automations may not seem revolutionary, but they can save hours each week. It’s a great first step to build confidence with automation.

Step 2: Use Free Tools Like Zapier to Connect Your Systems

Once you’ve mastered basic automations, take it to the next level with Zapier. A tool that connects your favorite apps so they work together automatically.

Zapier is free to start and doesn’t require any technical experience.

Example: Get a Text When a Client Emails You

1. Sign up for Zapier. Create a free account.
2. Create a new Zap. Think of a Zap as an automated workflow.
3. Set your trigger. Choose your email app (like Gmail) and tell Zapier to watch for messages from a specific sender.
4. Add your action. Choose an SMS app so you get a text alert when that email arrives.
5. Test and activate. Zapier walks you through it step-by-step.

Zapier makes automation approachable. Start with simple workflows, then expand into multi-step processes that handle notifications, data entry, or file sharing between systems.

Step 3: Work with a Consultant to Build Full Automation

When you’re ready to level up or prefer to skip the DIY route, consider working with an automation consultant.

They can help identify the best RPA tools for your agency, design efficient workflows, and connect systems you use every day.

A consultant can help:

• Automate claims processing and policy renewals.
• Sync your CRM, AMS, and email tools.
• Set up dashboards for reporting and compliance.
• Train your team to manage and maintain automations.

You stay in control while they handle the heavy lifting, ensuring every system works together seamlessly.

Why Automation Matters

Getting started with RPA doesn’t require a big investment or technical background. Even small steps, like automating emails or using Zapier, can free your team to focus on clients and higher-value work.

Remember: RPA doesn’t replace people. It empowers them.

By automating repetitive tasks, your agency runs smoother, faster, and with fewer errors.

Key Takeaway

Start small. Build momentum. Scale smart.

The sooner you start, the sooner your team will benefit from automation. Who knows, you might even become the go-to automation guru in your agency.