10 Tips for better business admin
(that won’t make you want to cry into your coffee)
One of the trickiest bits of running your own business is the admin. It’s not why you started your business, it’s not what you love doing… and it eats up SO much time.
Whether you’re coaching, baking, treating patients or designing brilliant things – you probably didn’t sign up to spend half your day wrestling with your inbox or digging through your downloads folder for that spreadsheet.
But – you can’t ignore it. Admin is the scaffolding that holds your business up. So let’s make it smoother, simpler, and less soul-sapping.
Here are 10 tips to help you stay on top of the admin and actually enjoy running your business again.
1. Carve out time for admin – like you would for a client or customer
Admin doesn’t just “get done” on its own. Block out regular time each week – even if it’s just an hour on a Monday morning – to keep on top of things. Treat it like an unmissable meeting with your future self. She’ll thank you later.
2. Get real – make a List
Never underestimate the power of a to-do list. Not just for planning, but for that hit of satisfaction when you tick things off.
Start the week with a full list, and keep a separate one for quick wins – five-minute jobs you can blast through. It’s a great way to feel like you’re getting somewhere fast.
3. Bite-size it
Big admin tasks can feel like a mountain. Break them down. A little bit of progress is still progress – and before you know it, you’ve ticked the whole thing off. I love the Pomodoro Technique for this (yep, I’ve blogged about that too!).
4. Your calendar is a tool – use it like one
It’s not just for client bookings. Block out time for admin tasks in your calendar and actually stick to it. If it’s not scheduled, it’s not happening – and that’s how admin piles up.
5. Mute the noise
Email notifications, social media pings, endless app alerts – it’s all distraction city. Set times to check emails (first thing, post-lunch, end of day is a good start) and turn everything else off. Instagram reels can wait – I promise.
6. Set reminders (they’re not just for appointments)
If you’re someone who can sometimes forget a task once they leave your head (hi, me too), reminders are your friend. Use alerts for recurring tasks or key deadlines – your future self will be so smug.
7. Back. It. Up.
Honestly. Do not skip this step. Weekly backups, ideally cloud-based AND on an external hard drive, will save you so much stress. I learned this the hard way – now I sleep better knowing I won’t lose everything to a tech tantrum.
8. Bookkeeping isn’t boring – it’s essential
No one loves it, but solid record-keeping is what keeps your business ticking over. Make friends with your numbers. Block out a quiet day each month to get it all done – tax returns will be easier, cash flow will be clearer, and you’ll feel more in control.
9. Stick to your boundaries
That 6am inbox win? Great. But if your workday starts early and ends late, you’re heading for burnout.
Working ridiculous hours might feel productive short-term, but it’s a plaster – not a solution. Boundaries are boring and brilliant. Hold the line.
10. Outsource the admin that’s draining you
Here it is. The big one.
You don’t have to do it all. You shouldn’t do it all. Handing off the right bits to a VA, Ops Manager, or bookkeeper can be the difference between surviving and thriving.
Honestly? It might take a bit of onboarding, but once it’s done, the sigh of relief is palpable. I see it all the time. Admin overwhelm gone, time reclaimed, business fun again.
Ready to get some breathing room?
I’ve supported small business owners for over a decade, and the transformation always starts with admin. If you’re ready to get some help – whether it’s a one-off clean-up or ongoing support – I’m here.
Get in touch
Let’s lighten the load so you can love your business again.
