How to Use Zapier and Utopian Labs to Plan and Scale Automation

Zapier is expanding beyond simple app connections with the addition of Utopian Labs, a consulting team that helps organizations design, build, and scale automation programs that drive real business outcomes.

This how-to article walks you through using the new services to turn automation ideas into reliable, secure workflows that support company-wide transformation.

Step 1: Understand what Zapier and Utopian Labs offer

Before you start, it is important to understand how Utopian Labs fits into the broader Zapier ecosystem and how it can help you move from basic automation to a more strategic approach.

Utopian Labs is a consulting group founded by former automation specialists. Its team has now joined Zapier with a mission to help companies use automation as a core business capability, not just a collection of disconnected workflows.

Key outcomes you can expect with Zapier services

• Align automation projects with clear business goals.
• Design processes that are repeatable and scalable.
• Build workflows that are secure and compliant.
• Measure impact so you can prove value to stakeholders.

Instead of figuring everything out alone, you can work with a partner that has already helped organizations of many sizes build automation programs.

Step 2: Decide if Zapier consulting is right for your organization

Not every team needs the same level of help. The combined Zapier and Utopian Labs approach is best suited to organizations that want to make automation a strategic function.

Signs you are ready for Zapier strategic help

• Your teams already use automation tools, but each department works in silos.
• You struggle to maintain automations as systems, teams, or processes change.
• Leaders want measurable proof that automation supports company goals.
• You need guidance on governance, security, or compliance.

If any of these points sound familiar, structured consulting can help you move from scattered workflows to a unified automation program.

Step 3: Learn the framework behind Zapier transformation programs

The team from Utopian Labs developed a repeatable framework over years of consulting with customers. That framework now guides how Zapier helps organizations design and scale automation initiatives.

Core elements of the Zapier transformation approach

1. Discovery and alignment: Understand your business model, priorities, and current processes.
2. Opportunity mapping: Identify the areas where automation will have the highest impact.
3. Program design: Define standards, governance, and responsibilities.
4. Implementation and enablement: Build workflows and enable teams to manage them.
5. Measurement and iteration: Track outcomes and refine automations over time.

This framework is designed to take what the consulting team has learned from past clients and make it repeatable, so that every new customer can benefit from proven practices.

Step 4: Start with clear, measurable automation goals

To get value from Zapier and Utopian Labs, begin by setting goals that are specific and measurable. These goals will guide priority decisions and help you evaluate success later.

Examples of useful automation goals

• Reduce manual data entry in core workflows by a specific percentage.
• Shorten response times to customers in support or sales.
• Increase consistency and reliability in recurring processes.
• Free up key team members from repetitive tasks.

Share these objectives with your consulting partners so they can help translate high-level goals into concrete automation initiatives.

Step 5: Map processes before building Zapier workflows

One of the core lessons from Utopian Labs is that effective automation begins with understanding your existing processes. Instead of immediately creating new workflows in Zapier, start by mapping how work actually happens today.

How to map processes for Zapier automation

1. List the main workflows that support your business goals.
2. Document each step in the process, including people, tools, and handoffs.
3. Highlight repetitive, manual, or error-prone steps.
4. Identify which applications are already connected or could be connected.

This view gives your consulting team a structured way to propose automation paths that are stable, scalable, and aligned with your strategy.

Step 6: Prioritize high-impact workflows for Zapier

Not every process should be automated at once. The combined experience of the consulting team helps you select early projects that deliver fast, visible wins and build momentum.

Criteria to prioritize workflows with Zapier

• Business impact: Revenue, cost savings, or risk reduction.
• Frequency: How often the process runs.
• Complexity: Number of tools, teams, and steps involved.
• Stakeholder support: Willingness of teams to adopt change.

Using these criteria, you can build a roadmap instead of tackling automation in a random order.

Step 7: Collaborate with Zapier experts to design a program

Once you know your goals and priorities, you can work with the consulting team to design an automation program that fits your organization, not just a collection of isolated workflows.

What a Zapier automation program typically includes

• A shared vision for how automation supports your strategy.
• Roles and responsibilities for building and maintaining workflows.
• Standards for naming, documentation, and testing.
• Governance policies to protect data and manage access.
• Metrics and reports to track performance over time.

This program-level view turns automation into an enduring capability instead of a one-off project.

Step 8: Enable your teams to scale Zapier automations

Sustainable automation depends on people. The consulting team that joined Zapier focuses on giving your staff the knowledge and structure they need to keep improving workflows after initial projects end.

Ways to build internal Zapier capability

• Provide targeted training for key team members.
• Create internal playbooks and guidelines.
• Set up feedback channels so end users can suggest improvements.
• Define a process for reviewing and updating automations.

When more of your organization understands how and why automation is used, your program is more likely to grow and adapt successfully.

Step 9: Measure results and iterate with Zapier

Automation is not a one-time achievement. With guidance from the consulting team, you can build a habit of measuring outcomes and refining workflows on a regular basis.

Metrics to track in your Zapier program

• Time saved on key processes.
• Error reduction compared with manual work.
• Impact on revenue, pipeline, or customer satisfaction.
• Adoption rates across teams and departments.

These metrics help you demonstrate value, secure ongoing support, and choose the next areas for improvement.

Step 10: Learn more and get support

The story of Utopian Labs joining Zapier explains how the consulting practice evolved from one-off projects to a repeatable framework that can serve more customers. You can read the full announcement and background details on the official blog at this page.

If you want additional guidance on digital strategy, automation planning, or broader technology consulting, another resource to explore is Consultevo, which focuses on helping organizations structure and optimize their systems.

By combining structured consulting from the Utopian Labs team and the flexibility of Zapier, you can build an automation program that is aligned with your strategy, secure by design, and capable of scaling as your organization grows.

Need Help With Zapier?

Work with ConsultEvo — a Zapier Certified Solution Partner helping teams build reliable, scalable automations that actually move the business forward.

Get Zapier Help