When you start your own small business, you do everything yourself. It seems easy doesn’t it? At least until you get your first client, then you need to be focused on both the admin side of your business and the strategy side. After a while, things start to get busy and you would really like some help but can’t quite manage the stretch well, here are 6 easy admin hacks for your business that will keep you on top of what needs to be done with very little effort.
1. What’s working | what’s not
Don’t waste time expending energy and trying to get something to work. Sometimes it’s simply easier to cut your losses and move on. Schedule time each month to review what is working and what isn’t working in your business.
Celebrate what is working. This is important, milestones are great things and work wonders for the moral. Blog about it, take a photo of it (what ever it is) share it on social media. Be proud of what you have achieved.
Making the decision to move on if it isn’t working is not a failure, it makes smart business sense.
2. Don’t cut corners
You want to do the best job that you can, and it is important that you purchase the best equipment that will support you in your business.
DO NOT settle, for second best.
Settling for second best will only cost you more in the long run, in money, lost productivity and your patience. Just remember you pay for what you get. Invest in yourself and your business.
3. How to find that file
Paperwork and follow-ups can be a nightmare to manage and keep on top of. Implementing a wait reply system is easy and will help you manage all the hard copy documentation you need to flag for review on a certain date.
You will need – 31 suspension files numbered 1 to 31 and of course, you will need an empty draw to suspend the files in.
Place a copy of the document you want to review under the relevant date you want to recall it on. Simply make a habit of checking your wait reply every evening before you leave the office then you know what has to go on your to do list for the next day.
4. Audit trail for documents
Unless you have the memory of an elephant or use copious amounts of sticky notes, your wait reply system to maintain audit trails on your documentation. Simply record call details and notes on the hard copy. You will have everything in one place. Don’t forget to put it back in the file if you need to recall it at a later date.
5. Create a maintenance register
All the equipment in your office has a lifespan. Create a health check schedule for all your office equipment that requires ‘a visit’ by a relevant professional, to make sure your tools of trade continue to support you.
Include what it is, when bought, warranty information, scheduled maintenance dates, replacement date and review this every 6 months. Prevention is the name of the game here.
6. Office procedure folder
Create a procedure folder and include step-by-step instructions on how you like things done. Use numbered indices using alphabetical indices is too limiting. Over time, this folder will get way to complex for ABC. With a numbering system you have 1, 1.1, 1.2 etc.
When it is time for you to seek out a Virtual Assistant, you will have a manual of precisely the way you like things done ready to share.
I’d love to read your comments, please take a moment to leave one below.
Brigitte Kobi says
Again, a very clear blog of yours. Number 2 is my favourite. I think we should as well not settle for the second best customers but for the best ones. The best ones can be the one who appreciates your work the most, has the most interesting job, is best suitable to your working (and life) style or just pays the best price.
Jacqui James says
Yes, Brigitte # 2 is my favourite also, I strive all the time to ensure I never settle for 2nd best.