For example, common repetitive tasks in the VET context could include:

• Preparing lesson plans with similar formats
• Entering student attendance
• Marking standardised assessments
• Sending reminders or announcements
• Scheduling meetings

Repetitive tasks, although seemingly relatively harmless, can add up to large amounts of time that could be spent on other tasks. For example:

• 30 minutes/day entering data = 2.5 hours/week
• 30 minutes/day preparing communications = 2.5 hours/week
• 2 hours/week creating similar materials = 8 hours/month

That is potentially over 25 hours/month of work that could be streamlined or automated.

In daily work, both in educational settings and in companies, a lot of time is wasted on repetitive and inefficient tasks: copying data between platforms, sending emails manually, or searching for information that could be automated.

Before incorporating AI tools and improving workflow, it is necessary to understand where time and energy are going, as many inefficiencies go unnoticed because they have become routine. This will allow you to prioritise which tasks have the greatest potential for improvement.

Inefficiencies are areas in the workflow where:

• Time is wasted due to unnecessary repetition.
• Manual effort could be replaced by automation.
• Processes are fragmented or not optimized.
• Errors or inconsistencies occur due to human fatigue.
• The effort invested does not provide significant value.

Warning signs: Where inefficiencies tend to occur

• Use of multiple non-integrated platforms.
• Duplication of work between colleagues or departments.
• Processes that rely on manually copying/pasting data.
• Lack of templates or standardisation for emails, reports or evaluations.
• Frequent delays due to human error.

Now that you have identified tasks suitable for automation, it is time to explore the tools that make automation possible.

Task automation tools are digital applications that perform routine actions on your behalf, based of predefined rules or triggers. Many of these tools are powered by AI, which makes them smarter, able to adapt, personalize, and even generate content. If you’ve ever scheduled an email, used autocomplete, or voice-typed a message, you’ve already used automation.

Traditional automation works like a robot following exact instructions. AI-enhanced automation, however, is more flexible and intelligent. It can:

• Understand natural language (e.g., you type “write a polite reminder,” and it generates an email).
• Learn from data and behaviour (e.g., suggest next steps or corrections).
• Make decisions based on patterns (e.g., auto-tagging or summarizing).

Now that you have been introduced to various automation tools, it is time to put this knowledge into action. In this section, you will match real-world needs with practical tools, try out selected apps, and reflect on how they could support you work as a VET educator or professional.

Not all tools are created equal. The key is knowing which tool suits which need, and how to start using it efficiently without overcomplicating your workflow.

Here is a simple 3-step process to help you select the right tool:

1. Define the task. Be clear about what you want to achieve. Is it translating content? Sending emails? Collecting data?
2. Identify the pain point. Is it time-consuming? Repetitive? Prone to error?
3. Select a tool based on function. Match the function of the task to a tool that simplifies or automates it.

Tasks

Suggested AI Tools

Benefits

Tips

Write lesson plans, study materials, or summaries

ChatGPT, Notion AI, Grammarly, Quillbot, DeepL

Reduced writing time, clear and consistent texts, fast translations

Adjust style and check consistency; use reusable templates

Create quizzes or exercises for students

Quizlet, ChatGPT, Kahoot!, AI chatbots

Rapid generation of practice activities, adaptive learning

Pilot test with a small group before implementing it with the entire class

Transcribe classes or meetings

Otter.ai, Microsoft Dictate, Google Recorder

Quick access to information, improved accessibility

Review the transcript to correct any errors in interpretation

Analyse attendance, grades or assessment results

Excel with AI, Power BI, Tableau, AI predictive analysis

Identification of patterns, trends, and early warnings

Protect data privacy; interpret results critically

Predicting dropout risk or support needs

AI predictive analytics, Tableau

Planning personalised interventions

Periodically review indicators to improve accuracy

Training practical skills or technical procedures

VR/AR platforms (Unity, CoSpaces), AI-driven simulations

Safe training without real risks, greater skill retention

Design realistic and progressive scenarios; integrate with learning objectives

Simulate work environments or complex situations

VR/AR platforms, AI-driven simulations

Familiarisation with the professional environment before practising in real life

Include immediate feedback within the simulation to reinforce learning

You have explored which tasks are repetitive, how to map them, and which AI tools can help you. Now comes the key step: implementing your automations and optimising them over time.

Implementation is not about doing everything at once, but rather starting with simple tasks, evaluating results, and progressively improving.

Indicators for evaluating effectiveness

• Time saved: how many minutes/hours does it free up each week?
• Accuracy: are manual errors reduced?
• Satisfaction: do students or colleagues notice improvements?
• Sustainability: does automation remain in place without the need for constant adjustments?

Best practices for implementation

• Start small: avoid automating too many things at once.
• Combine human + AI: use AI as support, but retain your judgement for sensitive tasks (personal feedback, critical assessments).
• Protect privacy: verify that tools comply with data protection regulations (e.g. GDPR).
• Review periodically: what works well today may need adjustments tomorrow.

Recognise inefficiencies and repetitive tasks: VET educators must identify which activities consume time without adding sufficient value.

Use practical AI tools: from email and planning assistants (Gmail, Calendly) to content generation (ChatGPT, Notion AI) and transcription/voice (Otter.ai, Google Assistant), AI facilitates communication, management and resource creation.

Map and prioritise tasks for automation: using a ‘task automation map’, workflows are analysed to identify which processes can be supported by AI and which should remain manual.

Implement and optimise automation: the key is to start with simple tasks, measure the impact (time, quality, satisfaction), adjust flows and scale progressively, ensuring good practices and sustainability over time.