Smarter Week

AI and automation by role

How IT / Systems administrators can use AI and automation

Below are 15 common tasks for IT / Systems administrators, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Sysadmin, Systems Administrator, IT Administrator, IT Manager, Microsoft 365 Admin, Google Workspace Admin, Network Administrator

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Task 1 · typically 30 min, every day

Grant and remove access to apps, repos and shared drives

AutomationBest fix

Let people request access themselves with approval built in

Access request tools let users ask for an app or group from Slack or a portal, route it to the owner for approval, and grant it automatically, with a full audit trail for reviews.

Typically saves about 60% of the time6 h to set up
  1. 1Pick the tool: Entra ID access packages, Okta Identity Governance, or ConductorOne, Lumos or Opal.
  2. 2Name an owner for each app or group who approves requests.
  3. 3Allow requests from Slack or Teams and set access to expire where sensible.
  4. 4Use the same tool to send quarterly access reviews to owners.

Tools: Microsoft Entra ID Governance · Okta Identity Governance · ConductorOne · Lumos · Opal

One more way to fix it
Automation

Drive joiners, movers and leavers from the HR system automatically

When HR adds, changes or ends someone in the HR system, Okta Workflows or Entra ID lifecycle workflows create accounts, assign groups and remove access without a ticket.

Typically saves about 65% of the time10 h to set up
  1. 1Connect your HR system (Workday, BambooHR, HiBob, Rippling) to Okta or Entra ID as the source of truth.
  2. 2Map departments and job titles to groups that grant the right apps.
  3. 3Build joiner, mover and leaver workflows (Okta Workflows or Entra ID Governance lifecycle workflows).
  4. 4Use SCIM provisioning for apps that support it so accounts are created and removed automatically.
  5. 5Test with a fake employee before switching on.

Tools: Okta Workflows · Microsoft Entra ID Governance · Google Workspace · Rippling IT

How to automate this task

Task 2 · typically 60 min, once a week

Install software and push updates and patches

AutomationBest fix

Automate patching and app installs through your MDM and a self-service app store

Your device management tool can push OS and app updates on a schedule and offer a self-service catalogue so people install approved software without a ticket.

Typically saves about 60% of the time4 h to set up
  1. 1Turn on automatic OS and app updates in Intune, Jamf, Kandji, NinjaOne or Automox with a short test ring first.
  2. 2Publish approved apps in Company Portal or Self Service.
  3. 3Point software request tickets to the catalogue.
  4. 4Review the compliance report weekly instead of checking devices by hand.

Tools: Microsoft Intune and Company Portal · Jamf Self Service · Kandji · NinjaOne · Automox

How to automate this task

Task 3 · typically 90 min, once a week

Set up laptops and accounts for new hires

AutomationBest fix

Ship laptops straight to new hires with zero-touch enrollment

With Windows Autopilot or Apple Business Manager and an MDM, laptops configure themselves the first time the user signs in: apps, settings, security and all.

Typically saves about 60% of the time8 h to set up
  1. 1Register company devices in Apple Business Manager or Windows Autopilot (your reseller can do this at purchase).
  2. 2Build enrollment profiles in Intune, Jamf, Kandji or your MDM with the standard apps and settings.
  3. 3Ship devices directly to the new hire; they sign in and the setup runs.
  4. 4On offboarding, remote lock or wipe from the MDM and arrange a return label.

Tools: Microsoft Intune with Windows Autopilot · Apple Business Manager · Jamf · Kandji · Mosyle

One more way to fix it
Automation

Drive joiners, movers and leavers from the HR system automatically

When HR adds, changes or ends someone in the HR system, Okta Workflows or Entra ID lifecycle workflows create accounts, assign groups and remove access without a ticket.

Typically saves about 65% of the time10 h to set up
  1. 1Connect your HR system (Workday, BambooHR, HiBob, Rippling) to Okta or Entra ID as the source of truth.
  2. 2Map departments and job titles to groups that grant the right apps.
  3. 3Build joiner, mover and leaver workflows (Okta Workflows or Entra ID Governance lifecycle workflows).
  4. 4Use SCIM provisioning for apps that support it so accounts are created and removed automatically.
  5. 5Test with a fake employee before switching on.

Tools: Okta Workflows · Microsoft Entra ID Governance · Google Workspace · Rippling IT

How to automate this task

Task 4 · typically 45 min, once a week

Offboard leavers, remove access and recover devices

AutomationBest fix

Drive joiners, movers and leavers from the HR system automatically

When HR adds, changes or ends someone in the HR system, Okta Workflows or Entra ID lifecycle workflows create accounts, assign groups and remove access without a ticket.

Typically saves about 65% of the time10 h to set up
  1. 1Connect your HR system (Workday, BambooHR, HiBob, Rippling) to Okta or Entra ID as the source of truth.
  2. 2Map departments and job titles to groups that grant the right apps.
  3. 3Build joiner, mover and leaver workflows (Okta Workflows or Entra ID Governance lifecycle workflows).
  4. 4Use SCIM provisioning for apps that support it so accounts are created and removed automatically.
  5. 5Test with a fake employee before switching on.

Tools: Okta Workflows · Microsoft Entra ID Governance · Google Workspace · Rippling IT

One more way to fix it
Automation

Ship laptops straight to new hires with zero-touch enrollment

With Windows Autopilot or Apple Business Manager and an MDM, laptops configure themselves the first time the user signs in: apps, settings, security and all.

Typically saves about 60% of the time8 h to set up
  1. 1Register company devices in Apple Business Manager or Windows Autopilot (your reseller can do this at purchase).
  2. 2Build enrollment profiles in Intune, Jamf, Kandji or your MDM with the standard apps and settings.
  3. 3Ship devices directly to the new hire; they sign in and the setup runs.
  4. 4On offboarding, remote lock or wipe from the MDM and arrange a return label.

Tools: Microsoft Intune with Windows Autopilot · Apple Business Manager · Jamf · Kandji · Mosyle

How to automate this task

Task 5 · typically 45 min, every day

Triage and route incoming IT tickets

Software featureBest fix

Turn on the AI agent in your service desk to answer and route tickets

ServiceNow Now Assist, Jira Service Management with Rovo, Freshservice Freddy AI and Zendesk AI can answer common questions from your knowledge base in Slack or Teams and route the rest to the right queue.

Typically saves about 40% of the time4 h to set up
  1. 1Check which AI features your service desk license includes.
  2. 2Connect it to your knowledge base and to Slack or Teams so people ask there.
  3. 3Turn on automatic categorization and routing for new tickets.
  4. 4Start with the 20 most common questions and check its answers weekly.
  5. 5Fix or write knowledge articles where it answers badly.

Tools: ServiceNow Now Assist · Jira Service Management with Atlassian Rovo · Freshservice Freddy AI · Zendesk AI agents · Moveworks

One more way to fix it
Process fix

Publish an ownership map and one intake form so tickets land right first time

Tickets bounce because nobody is sure who owns what. A clear ownership map and a required-fields intake form stop most reassignments.

Typically saves about 35% of the time2 h to set up
  1. 1List the systems and services and name an owning team for each.
  2. 2Publish it where people file tickets, and mirror it in CODEOWNERS and your ticket tool's components.
  3. 3Use one intake form with required fields (system, impact, steps to reproduce).
  4. 4Set a rule: the receiving team reassigns once at most, with a comment, or keeps it.
  5. 5Review the most-bounced tickets each month and fix the map.

Tools: Jira, Linear or ServiceNow · Backstage or a service catalog · Confluence or Notion

How to automate this task

Task 6 · typically 60 min, once a week

Write PowerShell, Bash or Python scripts for admin jobs

AIBest fix

Have AI write and explain admin scripts, then test them safely

AI writes PowerShell, Bash and Python admin scripts quickly, including Microsoft Graph and Google Admin API calls. Always run them against a test group first.

Typically saves about 50% of the time5 min to set up
  1. 1Describe the job, the platform and the inputs using the prompt below.
  2. 2Read the script and the explanation; ask it to add a dry-run mode.
  3. 3Run it against a test user or group first.
  4. 4Save it in a shared repo with a short README.
Prompt to copy
Write a [POWERSHELL / BASH / PYTHON] script that [WHAT IT SHOULD DO] in [PLATFORM, e.g. Microsoft 365 via Microsoft Graph]. Inputs: [CSV, PARAMETERS]. Requirements: a -WhatIf or dry-run mode, logging to a file, clear error handling, and no hard-coded credentials. Explain each section briefly and list the permissions it needs.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Claude Code, OpenAI Codex, Cursor, GitHub Copilot agent mode or Devin Desktop (ex-Windsurf)

One more way to fix it
AI

Hand well-scoped tasks to a coding agent and review its pull request

Coding agents like Claude Code, OpenAI Codex, Cursor's agent and GitHub Copilot's coding agent can read the repo, make multi-file changes and run the tests. They do best on clear, bounded tasks you can review quickly.

Typically saves about 30% of the time30 min to set up
  1. 1Check which coding agent your company approves and that it has access to the repo.
  2. 2Add a short instructions file to the repo (CLAUDE.md, AGENTS.md or .cursor/rules) with how to build, test and the conventions to follow.
  3. 3Give it a ticket-sized task with acceptance criteria, using the prompt below.
  4. 4Let it run the tests; read the diff as carefully as a colleague's PR.
  5. 5Start with tests, refactors, small features and config changes before larger work.
Prompt to copy
Task: [WHAT TO BUILD OR CHANGE]. Context: [RELEVANT FILES OR MODULES]. Acceptance criteria: [LIST]. Constraints: follow the existing patterns in [EXAMPLE FILE], do not add new dependencies, do not change public APIs unless needed. First read the relevant code and give me a short plan. After I approve, make the change, add or update tests, run the test suite and linter, and summarize what you changed and anything you were unsure about.

Tools: Claude Code, OpenAI Codex, Cursor, GitHub Copilot agent mode or Devin Desktop (ex-Windsurf)

How to automate this task

Task 7 · typically 45 min, every day

Answer Slack pings and drop-in questions while trying to focus

Process fixBest fix

Rotate one person on interrupt duty so everyone else can focus

One person each week takes questions, small requests and support pings. Everyone else gets long stretches of uninterrupted time.

Typically saves about 40% of the time30 min to set up
  1. 1Create a team help channel and a weekly "on duty" rotation (Slack or Teams user group, or PagerDuty or Opsgenie schedule).
  2. 2Point all questions and small requests at the channel, not individuals.
  3. 3The person on duty answers, fixes small things or files tickets.
  4. 4Everyone else mutes the channel and blocks focus time.
  5. 5Turn repeat questions into FAQ entries during the duty week.

Tools: Slack or Teams user groups · PagerDuty or Opsgenie schedules

One more way to fix it
AI

Write the answers down once and point people (or a bot) at them

Collect the questions you keep answering into one page; a workspace AI or a ChatGPT Project, Claude Project or Gem can answer from it.

Typically saves about 50% of the time1 h to set up
  1. 1For one week, paste every repeat question into a doc.
  2. 2Write the answer under each (or have AI draft it from your replies).
  3. 3Share the page, pin it in chat, and add it to a Claude Project, ChatGPT Project, Gemini Gem or Copilot agent.
  4. 4Reply to repeat questions with the link.
Prompt to copy
Below are questions coworkers keep asking me and my past answers. Turn them into a clear FAQ page grouped by topic. Keep each answer under 80 words and keep any links I gave.

[PASTE QUESTIONS AND ANSWERS]

Tools: Claude Projects · ChatGPT Projects · Gemini Gems · Copilot agents · Notion or Confluence

How to automate this task

Task 8 · typically 240 min, once a month

Run quarterly user access reviews

AutomationBest fix

Let people request access themselves with approval built in

Access request tools let users ask for an app or group from Slack or a portal, route it to the owner for approval, and grant it automatically, with a full audit trail for reviews.

Typically saves about 60% of the time6 h to set up
  1. 1Pick the tool: Entra ID access packages, Okta Identity Governance, or ConductorOne, Lumos or Opal.
  2. 2Name an owner for each app or group who approves requests.
  3. 3Allow requests from Slack or Teams and set access to expire where sensible.
  4. 4Use the same tool to send quarterly access reviews to owners.

Tools: Microsoft Entra ID Governance · Okta Identity Governance · ConductorOne · Lumos · Opal

One more way to fix it
Software feature

Let a compliance platform collect evidence automatically

Vanta, Drata and Secureframe connect to your cloud, identity and HR systems and check controls continuously, so most audit evidence is collected without screenshots.

Typically saves about 60% of the time8 h to set up
  1. 1Connect the platform to your cloud accounts, identity provider, HR system and code host.
  2. 2Map controls to your framework (SOC 2, ISO 27001, HIPAA).
  3. 3Fix the failing tests it shows, and assign owners for manual controls.
  4. 4Give your auditor access to the platform instead of evidence folders.

Tools: Vanta · Drata · Secureframe · Sprinto

How to automate this task

Task 9 · typically 60 min, once a week

Track hardware and licenses in spreadsheets

Software featureBest fix

Track devices and SaaS licenses in an asset tool that updates itself

MDM and SaaS management tools discover devices and app usage automatically, so the inventory is current and unused licenses show up without a spreadsheet hunt.

Typically saves about 50% of the time4 h to set up
  1. 1Use the asset module in your service desk (ServiceNow, Jira Service Management Assets, Freshservice) or Snipe-IT, synced from your MDM.
  2. 2Connect a SaaS management tool (Zluri, Torii, Productiv, Zylo, or Okta and Entra usage reports) to see which apps are used.
  3. 3Set a monthly report of licenses unused for 60 days.
  4. 4Reclaim or cancel them, and stop updating the spreadsheet.

Tools: ServiceNow or JSM Assets · Freshservice · Snipe-IT · Zluri · Torii · Productiv

How to automate this task

Task 10 · typically 120 min, once a month

Find SaaS tools and licenses nobody uses

Software featureBest fix

Track devices and SaaS licenses in an asset tool that updates itself

MDM and SaaS management tools discover devices and app usage automatically, so the inventory is current and unused licenses show up without a spreadsheet hunt.

Typically saves about 50% of the time4 h to set up
  1. 1Use the asset module in your service desk (ServiceNow, Jira Service Management Assets, Freshservice) or Snipe-IT, synced from your MDM.
  2. 2Connect a SaaS management tool (Zluri, Torii, Productiv, Zylo, or Okta and Entra usage reports) to see which apps are used.
  3. 3Set a monthly report of licenses unused for 60 days.
  4. 4Reclaim or cancel them, and stop updating the spreadsheet.

Tools: ServiceNow or JSM Assets · Freshservice · Snipe-IT · Zluri · Torii · Productiv

How to automate this task

Task 11 · typically 60 min, once a week

Prioritize vulnerability scan findings and chase patch owners

AutomationBest fix

Prioritize findings by real risk and auto-ticket the owner

Instead of working the full scanner list, filter to what is exploitable and exposed, and let the tool open tickets for the owning team with due dates.

Typically saves about 45% of the time4 h to set up
  1. 1Filter findings by known exploited (CISA KEV), exploit likelihood (EPSS) and internet exposure.
  2. 2Map assets to owning teams using tags or your CMDB.
  3. 3Turn on automatic ticket creation in Jira or ServiceNow from Wiz, Snyk, Tenable, Qualys or Rapid7, with SLAs by severity.
  4. 4Report on overdue tickets instead of chasing individuals.

Tools: Wiz · Snyk · Tenable · Qualys · Rapid7 · Jira or ServiceNow

One more way to fix it
Automation

Let Dependabot or Renovate open upgrade PRs, grouped and auto-merged when safe

Bots open small upgrade PRs with changelogs and auto-merge patch updates that pass tests. A coding agent can handle the breaking ones.

Typically saves about 50% of the time1 h to set up
  1. 1Turn on Dependabot (GitHub) or install Renovate.
  2. 2Group minor and patch updates into one weekly PR per ecosystem to cut noise.
  3. 3Enable auto-merge for patch updates that pass CI.
  4. 4For major upgrades, assign the PR to a coding agent to fix breaking changes, then review.

Tools: Dependabot · Renovate · Snyk · Claude Code, OpenAI Codex, Cursor, GitHub Copilot agent mode or Devin Desktop (ex-Windsurf)

How to automate this task

Task 12 · typically 20 min, every day

Chase tickets that bounce between teams

Process fixBest fix

Publish an ownership map and one intake form so tickets land right first time

Tickets bounce because nobody is sure who owns what. A clear ownership map and a required-fields intake form stop most reassignments.

Typically saves about 35% of the time2 h to set up
  1. 1List the systems and services and name an owning team for each.
  2. 2Publish it where people file tickets, and mirror it in CODEOWNERS and your ticket tool's components.
  3. 3Use one intake form with required fields (system, impact, steps to reproduce).
  4. 4Set a rule: the receiving team reassigns once at most, with a comment, or keeps it.
  5. 5Review the most-bounced tickets each month and fix the map.

Tools: Jira, Linear or ServiceNow · Backstage or a service catalog · Confluence or Notion

One more way to fix it
Software feature

Turn on the AI agent in your service desk to answer and route tickets

ServiceNow Now Assist, Jira Service Management with Rovo, Freshservice Freddy AI and Zendesk AI can answer common questions from your knowledge base in Slack or Teams and route the rest to the right queue.

Typically saves about 40% of the time4 h to set up
  1. 1Check which AI features your service desk license includes.
  2. 2Connect it to your knowledge base and to Slack or Teams so people ask there.
  3. 3Turn on automatic categorization and routing for new tickets.
  4. 4Start with the 20 most common questions and check its answers weekly.
  5. 5Fix or write knowledge articles where it answers badly.

Tools: ServiceNow Now Assist · Jira Service Management with Atlassian Rovo · Freshservice Freddy AI · Zendesk AI agents · Moveworks

How to automate this task

Task 13 · typically 90 min, once a week

Collect evidence for SOC 2, ISO 27001 or other audits

Software featureBest fix

Let a compliance platform collect evidence automatically

Vanta, Drata and Secureframe connect to your cloud, identity and HR systems and check controls continuously, so most audit evidence is collected without screenshots.

Typically saves about 60% of the time8 h to set up
  1. 1Connect the platform to your cloud accounts, identity provider, HR system and code host.
  2. 2Map controls to your framework (SOC 2, ISO 27001, HIPAA).
  3. 3Fix the failing tests it shows, and assign owners for manual controls.
  4. 4Give your auditor access to the platform instead of evidence folders.

Tools: Vanta · Drata · Secureframe · Sprinto

How to automate this task

Task 14 · typically 90 min, once a month

Write how-to guides or training material

AIBest fix

Record yourself doing it once and let AI write the guide

Record your screen while you talk through the task; AI turns the transcript into a step-by-step guide.

Typically saves about 60% of the time10 min to set up
  1. 1Record your screen and voice doing the task once (Loom, Teams, Zoom or Scribe).
  2. 2Get the transcript.
  3. 3Paste it into AI with the prompt below.
  4. 4Add screenshots where it says [SCREENSHOT].
Prompt to copy
Turn this transcript of me doing [TASK] into a step-by-step how-to guide for a new hire. Number the steps, keep each to one action, mark where a screenshot helps with [SCREENSHOT], and list common mistakes at the end.

[PASTE TRANSCRIPT]

Tools: Loom · Scribe · Tango · ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 15 · typically 15 min, a few times a week

Chase people for approvals or sign-offs

AutomationBest fix

Move approvals into a tracked workflow with reminders

Approvals in Teams/Power Automate, Slack Workflows, or your e-signature tool remind people for you and show what is stuck.

Typically saves about 60% of the time1 h to set up
  1. 1List the approvals you chase most.
  2. 2Set up an approval flow (Power Automate Approvals, Slack Workflow Builder, DocuSign or your HR/finance system).
  3. 3Add automatic reminders after 24 hours.
  4. 4Agree a default: no answer in 48 hours means it goes ahead (where safe).

Tools: Power Automate Approvals · Slack Workflow Builder · DocuSign or Adobe Acrobat Sign

How to automate this task

Quick wins

Have you tried…

Have you recorded yourself doing a task and had AI turn it into a written guide?
Record your screen while you talk, and AI writes the step-by-step guide from the transcript. Tools like Scribe even grab the screenshots.
Do Dependabot or Renovate open your dependency upgrade PRs automatically?
These bots watch your packages and open small PRs for each update, with release notes. Safe updates can merge themselves when tests pass.
Have you turned on the AI agent in your service desk (ServiceNow, Jira Service Management, Freshservice) to answer common questions?
These agents answer questions from your knowledge base in Slack or Teams and route the rest to the right queue, so simple requests never become tickets.
Do new laptops set themselves up when the new hire first signs in?
Zero-touch enrollment with Windows Autopilot or Apple Business Manager plus an MDM installs apps and settings automatically, so you can ship devices straight to people.
Are accounts created and removed automatically when HR adds or ends someone?
Okta Workflows and Entra ID lifecycle workflows use the HR system as the trigger to create accounts, assign apps and remove access on the last day.
Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Do you send a booking link instead of emailing back and forth about times?
A booking link shows your free times so the other person picks one. Outlook and Google Calendar both have this built in.

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