Do you find the idea of running a business crazy? Of course, it is. Let’s share an honest review on this: the idea is certainly exciting to run. However, managing administrative tasks can be both boring and frustrating. Sometimes, these tasks seem boring because of covering everything from paperwork to compliance checks and data filings. Managing these tasks can be lengthy, leaving you drained. Additionally, these tasks require investment separately.
You might be shocked by a report from McKinsey. It revealed that managers invest nearly 54% of their working hours in administrative coordination. Spending this much time on innovation or strategy-making might increase opportunities and overwhelming ROI. But unfortunately, the most creative minds lose a significant number of hours on managing routine admin tasks.
Smart Strategies to Reduce Business Admin Problems
Let’s explain it more logically below. However, the problem is not admin work itself but the way it is managed. Lacking proper streamlining creates loops that become bigger over time when ignored. And hence, they create bottlenecks. So! What’s the solution? Strategizing everything from start to finish can simply sort admin tasks into an efficient process. So, let’s introduce you to some smart moves to minimise this overburden.
- Get Rid of Repetitive Tasks Hassles via Automation
Get a rough idea of how much time your accounts team spends on scheduling vendors’ meetings, follow-ups, sending reminders, and invoices? These tasks leave many of their members pissed off because they must repeat these tasks mandatorily, which is indeed boring. Here, the smart action can be to minimise human interference and integrate AI tools like Google Calendar & AI chatbots for automating repeated tasks. The substantial fact is that these are repetitive and protocol-based tasks. So, here, introducing automated tools can be a wise idea.
Let’s consider some vital examples that are proving it worth.
- Tools like Microsoft Cortana / Outlook Scheduler can be integrated with apps and workflows.
- HR platforms like Zoho People can effectively manage leaves and their approvals automatically.
- Tools like Canva and Zoho Books can be used to auto-create invoices in a specific format, where templates are also available to reduce hard work.
According to a source, 47% of US workers may lose their jobs to automation in the coming decade. However, it’s a threat. For businesses, it can be the best alternative to free up their crucial teams so they can contribute to innovation & scalability.
2. Outsource Specialised Work
It’s good to save time and money by utilizing internal resources. But not all things can be done in-house if your intent is to avoid hidden costs, errors, delays, and the frustration of your employees. From payroll to compliance filing, there can be certain tasks that can be delegated to external resources for accomplishing goals and deadlines without errors, delays, and frustration.
The smart approach is to outsource tasks like payroll, data entry, customer support, and legal data processing for compliance. This practice certainly saves time for you without compromising accuracy. The smartness goes with hiring a professional to avoid struggling with the internal hassles of onboarding, training, and maintaining quality without hassles.
3. Embrace Digital Documentation
Trusting an obsolete paper-based filing system is a big concern. They occupy space and are challenging to manage effectively without errors or damage. Its best alternative is digital documentation, which exponentially reduces admin hassles and costs. This option is technically as smooth as digital documents:
- Use e-signature tools like DocuSign.
- Can migrate and adapt to cloud-based storage such as Google Workspace or Dropbox Business.
- Implement OCR (Optical Character Recognition) software to convert scanned files into searchable data.
- Processing via Optical Character Recognition (OCR) can be beneficial to swiftly process desirable documents further.
4. Standardise Processes
Does every employee in your admin team follow their own process? Imagine how many processes are going on there. Multiple, isn’t it? This variation may create a chaotic situation because there is no standard operating procedure (SOP). With lots of processes taking place, the struggle to clean mismanaged, duplicate entries, and errors would be on another level. Work and then rework will continue to elongate its processing time.
A standard and clear SOP for all in a department where work is of a similar kind can save multiple hours a day. Employees don’t need to take approvals, reimbursements, or onboard clients again.
Let’s understand it with an example of leave approval. Instead of sending a series of emails to HR, an automated workflow with a single form can provide approval in a few clicks. So, it’s just a few-minute-long task, but not of multiple days.
Read Also: Top Generative AI Use Cases: How Businesses are Leveraging AI
5. Use Project Management Tools
Administration often faces problems because of communication gaps. It won’t be easy to meet frequently to discuss similar things and get approvals. With emails, this gap can be filled effortlessly. Sending follow-up messages can confirm things, whether tasks are done or goals are achieved.
Likewise, you can introduce project management platforms like Trello or Monday.com and see the difference in the speed, efficiency, and overall productivity. With these tools, one can quickly
- Align responsibilities with clear specifications or guidelines.
- Create comprehensive visuals or reports for fast insights.
- Remind prospects automatically.
6. Focus on Compliance Early
Did you know the penalty of ignoring data compliance? It’s in millions of dollars. This is why compliance and legal obligations are a must to complete. Admin tasks cover everything from managing the data of taxes, contracts, and employee records to licences and their renewals. A bit of negligence can result in panic and penalties.
With the smart strategy of investing in compliance management tools, companies can automatically comply with regulatory frameworks. Even outsourcing legal data processing can ensure your legal paperwork and filings are always updated.
7. Train Your Team to Be Admin-Smart
Do you really think introducing AI tools or smart strategies can remove all hassles in administrative tasks? Well, the answer is obviously no because no tool can work without guided instructions. Additionally, your team should learn how to use those cutting-edge tools and technologies. Then only will the real motto be achieved. So, providing training to adapt to those tools is crucial. You can do it by:
- Organising workshops on how to use productivity tools like Microsoft Office 365.
- Providing micro-training on how to manage or maintain legal and financial documents.
- Promoting employees to become independent in routing emails and getting approvals.
Conclusion
Administrative challenges are like termites. They don’t appear but gradually leave your system chaotic. Its consequences can emerge in low productivity and fewer profits. Certainly, AI tools, automation, and smart strategies can bring the drowning business back to shore. Likewise, outsourcing legal data processing, documentation, SOP, project management, compliance, and employee training can reduce the admin team’s workload exponentially.
