When you are running a business, there is a lot of big-picture stuff that you have to deal with like coming up with new product ideas, creating marketing campaigns, and motivating your team.
There is also the small things that you have to deal with like payroll, taxes, and accounting, etc. All of these small admin tasks take up a lot of time, and that’s the time you could spend working on the overall direction of the business.
Your employees have this problem as well, and if they’re spending a large part of their day with menial admin tasks, they’re not as effective as they could be. What if you can find ways to cut back on all of these tasks? You would free up a lot of time, and that will lead to a significant increase in productivity.
These are some of the best ways to cut your admin time and get more done in your business.
8 Options to Cut Back on Boring Admin in Your Business
If you want to keep your business running, handling your finances correctly is so important. But it can take up a lot of time, especially when it comes to things like filing your tax returns. But you don’t have to do all of those things manually. You can automate a lot of it if you invest in the right accounting software.
Things like timesheets and payroll, receipt collection for taxes, and cash flow management can be handled automatically using the right software, which makes it so much easier for you to deal with money matters.
When it comes to handling payroll, logging everybody’s hours, and making sure that everybody is being paid, the right amount is often the most time-consuming aspect. But you can eliminate that job if you use a clock-in system.
Your employees clock in and out when they start and finish work, and all of their hours are logged automatically. When this is combined with the right accounting software, everybody’s wages will be generated without the need for you to do all of that admin.
When you need to send letters or write up contracts for suppliers, there is a lot of admin involved, and it can waste a lot of time. If you have employees that are sending out a lot of communications, they are not making effective use of their time when they do everything manually. But you can use a template management system to handle all of that for you.
If you spend some time creating templates for all of the business communications or contracts that you use regularly and setting up the right brand package, it takes all the fuss out of creating documents. You’ll find that this frees up a lot of time and employees that deal with a lot of materials every day will be far more productive.
The other significant benefit of this is that you can ensure that standard fonts and layouts are used across the board, so you don’t need to worry about brand consistency as much.
Social Media Scheduling Tools
Social media is one of the best marketing tools that you have at your disposal, and if you use it right, you can reach a lot of potential customers without spending that much money. However, if you are going to be successful on social media, you need to post good quality content regularly, and that can take up a lot of time. So many businesses fall into the trap of spending too much time on social media and neglecting other forms of marketing. But if you are going to build a strong brand, you need a cross-platform marketing strategy, not one that focuses on social media.
The best way to get that balance and make sure that social media doesn’t take up too much time is to use social media scheduling tools. You can write your posts ahead of time and set them up on your calendar, so they roll out during the week. This means that you’re always consistent with the number of posts and the times that you are posting, and your marketing team doesn’t need to worry about doing it every day, so they can spend time working on other things.
The other great thing about social media scheduling tools is that they give you a lot of analytics so you can see whether your posts are reaching people or not, and then make adjustments to improve your strategy.
A lot of businesses are already moving toward cloud storage systems because they are more secure than local storage and it’s easier to back up all of your data, which is so essential as the risk of cyber-attacks increases. You can also use cloud storage to reduce admin tasks a lot.
When all of your employees have access to company information and files on a central cloud storage system, it’s simple for people to pull the things that they need. But if items are not stored on a central system, they may have to email people and send things back and forth, which slows things down a lot and causes a significant productivity problem.
As more businesses start to use remote workers and freelancers, this is becoming even more important. If a remote worker has to have files sent over from the office whenever they need them, they’re wasting their time and the time of the people in the office. But you can quickly solve that problem with the right cloud storage system.
Sorting and reading emails is by far the biggest time-waster in business, and your employees spend a considerable portion of their day trying to keep their inbox under control. The problem is, most of those emails are not necessary because people tend to fire them off without thinking about it.
However, if you set up smart labels in Gmail, you can automatically sort emails so the urgent ones get to read and anything that is useless or not quite as important can wait until later. You should also use your template management software to create stock responses so you can reply quickly without wasting too much time.
Scheduling appointments and meetings with people can be a pain, especially if there are a lot of people involved. You’ll end up with an endless email chain while people go back and forth, trying to work out a date and time that is suitable for everybody.
There is no need to do that because you can easily use things like Google Calendar to help schedule appointments. If you have everybody block out the times that they are not available, it’s easy to work out when everybody can make it to an appointment, so scheduling meetings suddenly becomes simple.
Sometimes, you don’t have enough employees to handle the level of work. In some cases, you might not be very productive because you don’t have the right skills and experience. There are two solutions to both of those issues; you could hire more employees, or you could outsource to a third party.
If you don’t have time to deal with the admin involved with accounting, even with the right software, you could outsource to an accounting firm. A lot of new businesses choose to outsource their marketing, to begin with as well. The only issue with outsourcing is that you don’t have complete control over that aspect of the business, so make sure that you only outsource areas that you trust others to deal with.
The Bottom Line
If you follow these simple steps and reduce the time that you and your employees spend on admin, your business will be far more efficient.