How to keep your admin under control
Feel like you’re sinking under a pile of paperwork? While admin is probably the last thing you want to spend time on, it’s absolutely vital for the day-to-day running of your business. It doesn’t have to be a constant slog though… here’s a few tips on how to work smarter, not harder.
How to make time
Set clear boundaries around time for work, family and, crucially, some time for yourself. Block out time for important tasks like admin, bookkeeping and when you’re available for client meetings. Oh, and don’t forget to include some time to grow your business, not just ticking off your to-do list. Now here’s the really important part – stick to your schedule unless there’s an absolute emergency.
Stay on top of your bookkeeping
Many small businesses fail because of poor record keeping. Financial management software like Xero and Hubdoc will significantly reduce your workload. Spending a small chunk of time on your accounts every day will make life so much easier. Staying up-to-date positively impacts your cash flow and, because you’re right across your numbers, you’ll be able to make better business decisions.
Is your inbox overwhelming?
Manage your email by bringing some organisation and structure to your inbox. This will reduce the amount of time you have to spend reading and responding to emails.
- Set up a professional email using your domain name.
- Use an accounts@ address so all statements, bills and accounts queries can be captured and dealt with separately. This will help clear out your central email address.
- Set up email rules for forwarding or filing repetitive emails. For example, send invoices to Hubdoc.
- Regularly declutter your subscribed emails. If they’re no longer relevant, unsubscribe.
Systems and storage are key!
Set up systems and processes that your whole team can easily follow. Use automation where possible – a platform like Zapier will help you have a consistent, streamlined workflow.
Automation can also free up brain space and reduce the amount of time you spend looking for things. Use a shared drive like Google for centralised document storage and easy sharing, both internally and externally.
A storage vault like LastPass, or Keychain for Apple users, will remember all your passwords. This lets you set secure, individual passwords that autofill with one click. You’ll never have to reset a password again because you can’t remember it!
Consistency, automation and good time management are key to staying on top of admin. As your business grows, consider outsourcing to an experienced bookkeeper or virtual assistant. It makes good business sense if your time is better spent managing staff and work sites, or focusing on sales and growth.
Amanda is a regular contributor to NZCB's InHouse magazine
This article featured in the December/January 2024 issue.
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