The Business Support Factory

4 Steps to clean your business admin

by | Jul 25, 2018 | Planning

Cleaning up your business admin and where to start is something I have partly covered in my post ‘ADMIN OVERWHELM’?! I HAVE A TIP FOR YOU’, but I feel that breaking it down into more actionable steps helps to make even more headway.

Getting on top of your business admin might not be on top of your priority list or it is just sitting in the ‘too hard basket’, but eventually it’s time to face it: without tackling this part of your business things can get messy in other parts.

Imagine not getting paid because your accounts are not up to date or you miss a fantastic business opportunity because your email inbox is overflowing with too many emails.

Your growth phase of your business, the early stages, sure can be and will be chaotic, messy, whatever you call it. However, getting into a habit of scheduling in time to work on the inside processes and/or tasks of your business is part of that.

Today I will show you 4 steps that you can do, right now if you wish, and adapt in any part of your business. These are:

  1. Gain an overview
  2. Set priorities (plan)
  3. Schedule in time
  4. Get started & stick to your plan

1 Gain an overview

This step assists you to gain clarity on where you currently are in the specific area of your business. For example your invoicing. How many are outstanding / overdue? Is there work that needs to be invoiced? When was the last time you checked your bank account for received client payments?

Write up every step you need to do to get up to date with these tasks. Don’t leave anything out but map it out on paper.

Ask yourself the following questions:

What will happen if I don’t tackle this now and in a regular manner?

What’s the importance of this part of your business?

Is it essential to keep it running, meaning a core aspect or is it not so urgent and can be done if/when you have time?

2 Set priorities (plan)

After the overview comes the planning. This is the part where you block out time to work IN your business and tackle the overdue tasks. You also decide what needs to be done first and why.

TIP: Use highlighters to indicate the importance of each task. For example, red equals ASAP/Urgent, orange means it needs to be done within a week and green highlighted tasks are if/when you have 5-10 minutes.

Another thing is to be aware of these are repetitive tasks, highlight accordingly (again).

3 Schedule in time

Next check in with your calendar and block out the time for the urgent tasks this week. Don’t be tempted to push them over to next week. You marked them red for a reason, so give them the attention they deserve.

Once all the red is locked in, move onto orange, then green.

4 Get started & stick to your plan

Finally, it’s time to do the work.  Use your coloured task list and during the allocated time(s), put your head down and bum up to work through each task.

Once you worked through your list, start again at the beginning.

Work that is repetitive and that needs to be done on a regular basis can be scheduled in advance, which means it won’t get forgotten and hence is always up to date.

Sticking to your scheduled in blocks of time also means you are creating a new habit and possibly helps you to see if some of this work can be outsourced if and when you are ready.