As a business owner, you’ll be no stranger to admin. All business needs require the completion of administrative tasks to run efficiently, no matter what industry your business operates within.
Staying on top of your administrative tasks is much easier said than done, and the more your business grows, the more admin tasks you acquire. Admin is time-consuming and labor-intensive, and let’s be honest, it’s also pretty boring!
When most of your time is spent on admin tasks, you have limited time to complete other important things in your business, like formulating an effective business plan, creating a marketing strategy, or providing immaculate customer service.
Therefore, finding ways to reduce the amount of time that you spend on admin tasks is important if you want your business to succeed.
5 Best Ways to Save Time on Business Admin Tasks
Here are some great ways to save time on administrative tasks so that you can focus on other areas of your business.
1. Standardize Your Admin Tasks
If there are certain administrative tasks that you need to complete daily, weekly or monthly, consider using a standardized process for each one. When you use the same process for a specific task, it’ll take less time to complete.
Create a step-by-step guide for every task so that you know exactly what to do for each one. You can also use templates so that you can quickly update the relevant information as and when necessary.
If you’re outsourcing your tasks to an employee or freelancer, it’s going to be much easier to explain what to do when you’ve got a standardized process.
You can provide a guide for each task that shows them how to properly complete each admin task. This will improve efficiency and reduce the risk of errors, both of which can save you a lot of time and energy.
2. Use Automation Software for Repetitive Tasks
There is ample software out there that can make your admin tasks simple and easy. Whether it’s an online invoice maker, chatbot software, or social media scheduling tool, you can minimize the number of tasks that you need to complete manually.
You can also use software to convert PDFs to word and vice versa, or software that edits your videos and converts them into different formats for your website and social media channels.
Automation software can be programmed to automatically complete these tasks for you. For example, you can use email marketing automation tools or invoicing automation software. You won’t need to log into each platform to manually send your emails and invoices. Simply let the software do it for you!
3. Outsource Your Admin Tasks to an Employee or Freelancer
Administrative tasks are often simple and repetitive. Whether it’s entering customer data onto a spreadsheet, sending mass emails, or processing invoices, you can easily outsource these tasks to a virtual assistant or freelancer.
If you don’t want to outsource to an external person, consider delegating the tasks to one of your current employees. Schedule some time into their weekly schedule to help you answer calls, respond to emails, or organize your database.
Outsourcing your iterative daily admin tasks frees up time on your schedule to focus on more complex tasks that only you can do as the owner of your business. When your mind isn’t distracted by all the smaller, less important tasks, you’ll be able to maximize the overall success of your company.
4. Stay on Top of Documentation and Record Keeping
Unorganized documentation slows you down and increases the risk of errors. By staying on top of your documentation and keeping up-to-date, accurate records, you’ll easily be able to access the information that you need.
Efficient record keeping doesn’t just save you time and energy. It also improves the quality of your data because you’ll make fewer errors, and you’ll have updated information on your customers and clients. Having accurate data is vital to cut costs, increasing customer retention, and growing your brand.
5. Avoid Multitasking
Multitasking might sound like the perfect way to save time and get through your admin tasks more quickly. However, multitasking can actually slow you down and increase your chances of making detrimental errors.
When you’re tiring to focus on multiple things at once, your brain needs to flip between each task. Research shows that when our brains are constantly moving back and forth between multiple tasks, we’re less efficient. Some research even suggests that multitasking can lower IQ!
Multitasking can also cause you to get overwhelmed and stressed because you’re trying to get too many things done at once. Instead of rushing through your tasks, complete them one at a time. This ensures you don’t compromise on the quality of your work and avoids burnout.
By now you should be ready to delegate some time-consuming admin tasks so that you can focus on what really brings the biggest returns for your business to remain profitable and to lead it effectively.