If you’ve ever thought “there has to be a better way to do this” while copying data, sending the same emails, or chasing updates across five different systems… you’re probably right.
And as a Virtual Assistant, this question comes up a lot, both in my own business and when I’m supporting clients.
Enter Microsoft Power Automate – a tool I’m currently learning and experimenting with to quietly speed up business life behind the scenes.
This blog is your plain English guide to:
What Power Automate actually is
What it’s brilliant at
Where it can trip you up
And how it can genuinely give you time (and brain space) back
No tech jargon. No fluff. Just the good stuff.
So… what is Power Automate? (From a VA perspective)
Power Automate is Microsoft’s automation tool that connects your apps and services together using flows.
From a VA point of view, it’s like having a quiet digital assistant working in the background, doing the repetitive, rules based tasks so I (and my clients) can focus on the work that actually needs a human brain.
A flow is simply:
When this happens → do that
For example:
When a form is submitted → save the data → notify the right person
When a file is added → rename it → move it → send a Teams message
When an email arrives → extract info → log it somewhere useful
If you use tools like Outlook, Teams, SharePoint, OneDrive, Excel, Forms, Planner (or even non-Microsoft tools), Power Automate can often link them together.
How easy is it to create flows? (Honest VA answer)
Here’s the honest answer: surprisingly easy to start… and deceptively powerful once you get confident.
The upsides
✅ Templates galore – Microsoft provides ready-made flows you can tweak
✅ Low-code / no-code – lots of point-and-click logic
✅ Step-by-step structure – the flow builder is visual and logical
✅ Instant wins – you can automate something small in minutes
Many basic flows really are as simple as:
Choose a trigger (e.g. “When a new response is submitted”)
Choose an action (e.g. “Create a row in Excel”)
Test
Celebrate
A real VA example: my Out of Office automation
Here’s a very real, very recent example.
I work varied hours. Some days are longer, some are shorter, depending on needs and life.
Outlook’s standard Out of Office couldn’t cope.
It wants neat, predictable blocks of time
It doesn’t love daily on/off schedules
And it definitely didn’t love my reality
So instead of manually turning my Out of Office on and off every single day (and occasionally forgetting 😬), I built Power Automate flows that:
Turn my Out of Office on at the end of each workday
Turn it off again the next morning
Automatically. Every day.
Was it one click? No.
Was it achievable? Absolutely.
With a clear outcome in mind, a bit of trial and error, and the help of my AI buddy stepping me through the logic, I got there.
And now?
No more forgetting
No more mixed messages to clients
No more unnecessary interruptions outside my working hours
That’s the kind of automation I love.
Where people get stuck (the pitfalls)
This is where I see business owners either give up… or accidentally create chaos.
⚠️ Common pitfalls
Trying to automate a messy process
Automation doesn’t fix bad systems – it just makes them faster and louder.Overcomplicating the first flow
Starting with a 27-step monster flow is a fast track to frustration.Permissions & access issues
A flow can only do what you are allowed to do. SharePoint and file access are frequent culprits.Excel limitations
Excel works, but it has rules. Tables matter. File locations matter. A lot.Error handling (or lack of it)
If something fails and you don’t build in checks, things can quietly stop working.
This is where having someone who understands process + automation (not just the tool) makes a huge difference.
The real pros (why I love it as a VA)
When Power Automate is set up properly, it’s a game changer.
🙌 The big wins
Massive time savings on repetitive admin
Consistency – the same thing happens every time
Fewer human errors (no missed steps or forgotten emails)
Faster response times for clients and teams
Better visibility across systems
And the best part?
Most flows run quietly in the background. No reminders. No chasing. No “oh, I forgot to do that”.
Here are some practical ways this can be used (or recommend using) Power Automate:
📥 Form → Spreadsheet → Notification
Capture enquiries, onboarding info, or internal requests automatically.📁 File management flows
Rename, sort, and move files the moment they’re uploaded.📨 Email triage
Flag, categorise, or log important emails without manual effort.📊 Task creation
Turn emails or form responses into Planner or To Do tasks instantly.🔔 Team alerts
Notify the right people in Teams when something changes.
These are the small automations that quietly save hours every week.
Is Power Automate always the answer?
Nope. And that’s important to say.
Sometimes:
A simpler manual process is better
A different tool is more suitable
Or the process needs fixing before automation
Automation should support your business, not become another thing you have to manage.
My honest VA take
Power Automate is brilliant when it’s used intentionally.
Start small.
Fix the process first.
Automate the boring stuff.
And if you’re sitting there thinking:
“I know this could be automated… I just don’t want to figure it out”
That’s exactly where I come in.
Want help making Power Automate work for your business?
I help small business owners:
Identify what’s worth automating (and what’s not)
Clean up processes before automation
Build simple, reliable flows that actually stick
✨ Let’s chat – email me at hello@getfrankva.co.nz for a FREE, no-obligation 30‑minute discovery call.
Let’s take the aaaaaahhhhh out of your admin – one smart flow at a time.
