Mindful Automation: Systems That Work For Y.O.U.

Hey there,

I'm excited to dive into energy awareness with you this week. After years of working with my brain's natural rhythms, I've discovered how this understanding transforms automation from a source of stress into a tool for sustainable productivity.

(fyi - Some external links may be referral codes that will benefit my art if used.)

This Month's Roadmap: Your Journey to Mindful Automation

Week 1 (Last Week): The Y.O.U. Framework ✅

• Understanding your unique brain patterns

• Learning to observe and optimize your workflow

• Starting with simple, maintainable automations

Week 2 (This Week): Energy-Aware Automation

• Mapping your daily energy patterns

• Creating automations that respect your boundaries

• Building in rest and recovery time

• Tools for tracking and optimizing your energy

Week 3: Error-Proofing Your Systems

• Creating robust backup processes

• Building clear documentation that works for your brain

• Setting up effective error notifications

Week 4: Bringing It All Together

• Reviewing and refining your automation strategy

• Creating your personal automation playbook

• Building a support system for your automated workflows

Main Feature: The Energy-Based Automation Schedule

When I first started automating tasks, I scheduled everything based on "best practices" rather than my actual energy patterns. The result? Missed deadlines, system failures, and increased anxiety. Here's how I learned to create an energy-aware automation system:

Understanding Your Energy Patterns

Before setting up any automation, I map my energy levels throughout the day. Here's my simple process:

1. Track Your Energy: Look at the data you're already collecting! Many of us are already tracking our energy patterns without realizing it:

   • Check your habit tracker apps (like Finch) for energy level history

   • Review your calendar for patterns in when you schedule different types of tasks

   • Look at your fitness/health tracker data for energy and activity patterns

   • Consider your existing journal entries or morning pages for energy insights

2. Identify Patterns: Look for consistent high and low energy periods

3. Match Tasks to Energy: Schedule automated tasks based on when you have the energy to handle them

My Story: I need a slow morning to properly wake up and get my brain going. That's why I start my day with morning pages and coffee - it's my way of gently unlocking my brain for the day ahead.

I've discovered that I need a significant break in the afternoon, so I take 3-4 hours off to recharge. During this time, I do lower-energy tasks like cooking or administrative work - things that don't require deep thinking. This led me to restructure my work schedule:

• Noon to 3-4 PM: First work block

• 3-4 PM to 5-6 PM: Break and recharge

• 5-6 PM to 8-9 PM: Second work block

But here's the crucial part: I've also learned to set strict boundaries around my energy patterns. Even if I'm in a creative flow or feeling energetic after my "clock out" time, I have automation systems in place to help me maintain these boundaries. For example, my office lights automatically turn off at my scheduled end time - I'd have to deliberately tell my smart home system to turn them back on if I wanted to work longer.

I've also set a personal boundary of no coding after midnight. While I might feel energetic and have exciting ideas late at night, I've learned that these solutions rarely hold up in the light of day. Almost every "brilliant" solution I've come up with after midnight has needed significant revision the next morning. This awareness of my energy patterns has been crucial in creating sustainable automation systems that work with my brain, not against it.

Creating Energy-Aware Automations

The key to sustainable automation is creating workflows that support your best work. Here's my approach:

Making High-Energy Periods More Valuable When I'm in my high-energy periods, I focus on the work that matters most. I use automation to:

• Block off dedicated time for deep work (like writing this newsletter)

• Create clear boundaries around my high-energy periods

• Remove friction from my creative process

Real Example: When I need to write my newsletter, I create a complete workflow:

1. Block off an hour in my calendar (this prevents others from scheduling meetings)

2. If I can't write during that time, I can easily move the block to another high-energy period

3. The calendar block creates a natural pause in my other workflows

4. I've automated the first step (creating a new page in Obsidian) to reduce friction

5. This triggers my content creation workflow, including AI assistance

Pro-Tip: The most valuable automation creates space for your best work. For example:

• Calendar blocks that protect your high-energy periods

• Automated reminders that help you transition between tasks

• Systems that reduce the friction of starting important work

The Real Goal of Energy-Aware Automation The goal is to:

1. Identify when you do your best work

2. Make that time more valuable by removing friction

3. Create space to relax during low-energy periods

My Story: I focus on making my high-energy periods (2-3 hours at a time) as valuable as possible. This means:

• Automating the setup and preparation for important tasks

• Creating clear boundaries around my work time

• Using automation to reduce the friction of starting work

• Allowing myself to truly rest during low-energy periods

The result? I'm more productive in my high-energy periods, and I can actually relax during my low-energy times because I know I've created systems that support my best work.

Remember: The goal is to automate the friction points that keep you from doing your best work during your high-energy periods. When you're feeling your best, what's taking you out of that flow? That's what you want to automate.

Quick Tip: The Energy-Based Automation Schedule

Instead of trying to automate everything, focus on creating workflows that support your natural energy patterns. Here's how I structure my day:

Morning (Low Energy)

• Morning pages and coffee (no automation needed, just space to wake up)

• Review calendar and adjust blocks if needed

• Set up my workspace for the day

First Work Block (High Energy)

• Deep work tasks (writing, coding, complex problem-solving)

• No unscheduled meetings or interruptions, usually at my desk

• Automated "do not disturb" mode on computer

• Clear boundaries around this time

Afternoon Break (Low Energy)

• Administrative tasks

• Cooking or meal prep

• Light reading or research

• No pressure to be "productive"

Second Work Block (High Energy)

• Creative work

• Content creation

• Project planning

• Automated reminders to wrap up at a specific time

Beyond these daily energy-based structures, consider how your scheduling tools can also be powerful automation allies. For example, I use Cal.com to manage my appointments. It connects to all my different calendars, providing a unified view of my availability. More importantly, features like automatically blocking off time before and after an appointment are subtle yet effective automations. These "buffer" times protect my focus and energy, ensuring I'm not rushing between commitments. Once you set up these kinds of scheduling workflows, they become adaptable foundations that make your day-to-day significantly smoother.

Real Example: Let me share how I approach my newsletter writing - not as an automation example, but to illustrate the power of if/then thinking in workflows:

1. When I sit down to write, I start by creating a new page in Obsidian. This isn't automated - it's a deliberate first step that signals to my brain "it's time to write." It's also the first task in my Sunsama task.

2. If I'm feeling stuck, then I review my previous newsletters for inspiration.

3. If I need to research a topic, then I have a specific folder in my notes where I collect ideas.

4. If I'm in a good flow, then I focus on writing without stopping to edit.

5. If I need a break, then I step away and come back to it in my next high-energy period.

This if/then thinking helps me maintain momentum and reduce decision fatigue, even though the actual writing process isn't automated.

Pro-Tip: Start thinking in terms of "if/then" workflows rather than trying to automate everything. For example:

• If it's Monday morning, then I review my calendar for the upcoming week

• If I'm starting a new project, then I create a project folder first

• If I'm feeling overwhelmed, then I take a break and come back to it later

Remember: The goal isn't to automate the work itself (yet) - it's to create clear workflows that support your natural energy patterns. When you're in your high-energy period, you want to be doing the work, not deciding what to do next. The if/then thinking helps you maintain momentum and reduce friction, even when the actual work isn't automated.

Tool Spotlight: From Workflow Thinking to Automation

Now that you're thinking in terms of if/then workflows, let's explore how to identify where automation can truly make a difference. Here's a key insight: automation isn't about replacing your human workflow - it's about supporting it. Let me show you how I'm approaching this with my newsletter:

The Human Part (No Automation Needed)

• Writing the newsletter content

• Reviewing and editing

• Adding personal touches

• Making creative decisions

This part of my workflow is comfortable and flows naturally. I've already reduced friction by using if/then thinking and creating a clear structure. The human creative process is working well, so I don't need to automate it.

The Post-Creation Automation (Where Automation Shines) Once my newsletter is written and reviewed, that's when automation becomes valuable. Here's what I'm automating:

1. Formatting and Distribution

   • Converting my markdown to HTML for Beehiiv

   • Creating the Substack version

   • Creating ideas for short and longform content (for me, the human to review)

   • Setting up the proper formatting for each platform

   • Scheduling the sends

2. Cross-Platform Publishing

   • Posting to my website

   • Creating social media snippets

   • Setting up email sequences

   • Tracking analytics

Real Example: Using Make.com, I'm creating an automation that:

• Triggers when I mark my newsletter as "ready to publish"

• Converts the markdown to the right format for each platform

• Creates the necessary templates in Beehiiv and Substack

• Sets up the scheduling and distribution

• Tracks the performance across platforms

Zapier

• Perfect for connecting your content to different platforms

• Great for simple distribution workflows

• Easy to modify for different content types

Pro Tip: Start by identifying where your human workflow ends and the repetitive tasks begin. For example:

• If my content is ready, then format it for each platform

• If my newsletter is published, then create social media posts

• If my content is live, then track its performance

IFTTT

• Best for simple, single-step automations

• Great for personal productivity

• Easy to modify and adjust

My Approach: I'm focusing on the post-creation workflow:

1. First, I complete my human creative process

2. Then, I mark the content as "ready for automation"

3. Finally, I let the automation handle the distribution

Remember: The goal isn't to automate your creative process - it's to automate everything that happens after you've created something. This way, you can focus on the work that matters most to you (the creative part) while automation handles the repetitive tasks of getting your work out into the world.

Community Corner: Beyond Work - Automation in Daily Life

As we explore energy-aware automation, I want to reflect on how these principles transform our daily lives and home management. The same if/then thinking and friction reduction that helps us in our professional workflows creates space for what matters most in our personal lives.

Think about it: How many mental reminders are you carrying around for home maintenance tasks? When was the last time you changed your air filter? Does your refrigerator need a new water filter? When should you schedule the annual power washing? These aren't just tasks - they're energy drains that take up valuable mental space.

When we automate or create clear workflows for home maintenance, we create mental space for connection, creativity, and community.

Here's what I'm reflecting on this week:

• What home maintenance tasks am I currently tracking in my head?

• Which of these could benefit from simple if/then workflows?

• How might reducing this mental load improve my overall energy levels?

• What community connections could I strengthen if I had more mental space?

Remember: Automation creates space for the things that truly matter. When we reduce friction in our daily lives, we create room for deeper connections with our homes, our communities, and ourselves.

Share your thoughts on how you're applying these principles to your daily life. How are you creating space for what matters most? Email me at [email protected] and let me know your insights!

Personal Update: My Energy-Aware Journey

This week, I've been reflecting on how my understanding of automation has evolved. It's about creating space for what matters most. Here's what I've learned:

Workflow First, Automation Second I focus on creating clear workflows that work with my natural energy patterns. For me, this means:

• Taking time for morning pages and coffee

• Working in focused blocks during my high-energy periods

• Taking that crucial afternoon break

• Returning to work in the evening when my energy returns

Identifying the Real Friction Points The biggest shift in my thinking has been learning to identify where automation adds value. I now ask:

• Where does my human workflow flow naturally?

• What tasks take me out of my creative flow?

• Which repetitive tasks could be handled by automation?

• How can I create more space for what matters most?

Creating Space for Connection The most surprising discovery has been how reducing friction in both work and home life creates space for deeper connections. When I'm not constantly tracking maintenance tasks or worrying about distribution workflows, I have more energy for:

• Meaningful conversations

• Creative projects

• Community engagement

• Personal growth

Remember, the goal is to create systems that work with your brain's natural rhythms. Start by observing your energy patterns, then build your automation around them. And most importantly, remember that automation should serve your life, not the other way around.

Next week, we'll explore how to error-proof your automation systems, take a closer look at tools like Make.com, and discuss how to mindfully integrate these powerful (and reliable!) automations into your overall workflow. Until then, I encourage you to look at your own workflows - both at work and at home - and identify where reducing friction could create more space for what matters most to you.

With digital care,

The Pythoness Programmer