Do you find yourself procrastinating on your administrative work? If this sounds like you, book a free consultation to discover how we can help streamline & automate those tasks. With so many administrative tasks to manage, we often push them to the bottom of our to-do lists. However, something we had to learn as we grew our business is that all these tasks are the foundations of our business. The tasks we don’t like doing, such as scheduling appointments or bookkeeping, often dictate how well a business can grow and scale over time. In today’s blog, we will dive into how you can perform your administrative tasks without burnout, feeling overwhelmed, or needing to hire an administrative assistant. 
Understanding the Impact of Administrative Tasks on Your Business
Business administration tasks form the backbone of any successful online business. They may not be fun. However, they are what help you stay clear & organized so you can achieve your business goals. So common examples of administrative tasks can be:
- Inbox management
- Data entry
- Managing policies and procedures
- Answering phone calls
- Scheduling tasks such as social media, email marketing, etc
We could go on and on. However, the overall understanding is your administrative tasks are often internal responsibilities that your clients and customers don’t necessarily see. By ensuring these are streamlined, you can create a great experience for your audience and yourself, too. You can achieve these by having a CEO Admin Day regularly scheduled.
Related Read: The Ultimate Guide to Setting Better Business Goals
The Concept of a CEO Admin Day
You may have heard of this as a “life admin day” as well. It is a day dedicated entirely to handling your complete list of administrative tasks. Not only does this free up your time, it gives you a structure to pick and choose what needs to get done. A dedicated day for your admin work allows you to accomplish your to-do list while still having a personal life. You might be surprised how much you can get done when you set a clear intention for the day.
How to Plan Your CEO Admin Day
The first thing to understand is that tasks may vary from business to business. As an online business owner, your tasks will differ from those of a brick-and-mortar business. For example, some clerical tasks online business owners don’t need to worry about are greeting visitors, running an office, fax machines, office equipment, office supplies, etc. Again, each business is unique in its equipment, software, and business procedures. A CEO day can be a foundational piece of your business. It gives you the structure to get things done even when things are chaotic. When it comes to growing your business, it isn’t about magnetic strategy, software, or mentoring; it is about continuously completing tasks. The way to begin planning your CEO day is to decide:
- What day works best for you?
- Is it better to have a complete day or solid focus time in your calendar?
- What are the common duties you keep procrastinating on?
This will allow you to start envisioning what this day can look like & get an understanding of what tasks relate to your business goals and growth.
Picking Good Administrative Duties to Focus On
The goal here is to focus on things that are common administrative tasks for the maintenance and growth of your business. For online business owners, this often includes tasks such as:
- Inbox management to prevent missed opportunities.
- Calendar management for better time management & boundary setting.
- Financial tracking so tax time isn’t a headache.
- Customer relationship management support for easy customer service, onboarding, and offboarding.
- Management of records and files for business organization.
- Scheduling of social media content & email marketing for consistency.
- Writing out a copy for sales pages.
When it comes to building out your day, it is important to understand the difference between busy work and what will move the needle. For us, in this season of business, what will move the needle is copywriting for an offer, scheduling social media content, and properly managing our clients in a CRM. What won’t move the needle is checking our email every 2 hours. The way to begin understanding the difference between busy work and moving work is to go back to your business goals. This will always be your benchmark in understanding what tasks to prioritize.
Related Read: How to Avoid 4 Major Productivity Pitfalls in Your Online Business
Tools and Strategies for Efficient Task Management
When it comes to mapping out your day, some tools make performing your administration 10x faster. If we think about the tasks above, here are some tools that can be beneficial:
- Project management apps like Monday.com can help you organize and track your tasks efficiently.
- Financial software such as QuickBooks or FreshBooks can automate many aspects of bookkeeping,
- CRM systems like GoHighLevel streamline customer relationship management.
- Zapier can be utilized for automating repetitive tasks where possible.
- Social media posting can be done with Later Media.
- Email marketing can be scheduled by maintaining tools like Convert Kit.
As you can see, you can easily overload yourself with managing numerous softwares and expenses. We recommend business owners invest in project management, CRM (often has bookkeeping), and Zapier to simplify and streamline their processes.
Maintaining Momentum Beyond Your CEO Day
To get the most out of your CEO day, it is about making a consistent effort to have it marked in your calendar. We like to take 30 minutes on Sunday to brain-dump what we want to achieve and then block off time in our calendar. By making this a habit, we no longer get overwhelmed or procrastinate on the not-so-fun tasks. Something to remember is your business will ebb and flow. You will have slow months and very busy months. Regularly checking in on “Is this still working for me?” will allow you to be more flexible. It will also give you a sense of freedom as you can achieve it all while managing your time effectively. As your business grows and your time becomes more valuable, you can explore outsourcing tasks to an admin assistant to perform the administrative duties.
Final Thoughts
By implementing specific days for your administrative tasks, you ensure your business runs efficiently. This is something we recommend you try on to see how it works with your unique business and lifestyle. What you just might notice is by incorporating these tips, you will begin to embody the mentality of “achieving more while doing less.”
P.S. If this blog was too long to read, here is the gist:
- Select a day to handle all admin tasks
- Get clear on what task will move the needle in your business.
- Always check in to see if the process is still working for you.
- Start noting what tasks can be automated.
- Don’t be afraid to book a free consultation if you want all your admin tasks handled for you.
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