How To Reduce Your Admin By Around 20 Hours A Week
Updated: Jan 22, 2020
In one of my recent articles, I gave you 10 tips on how to really maximise your productivity.
As business owners, our time is so precious and we need to make sure each and every hour is as productive as possible. With this in mind, I’m going to show you how you can save around 10-20 hours of admin per week, a crucial yet incredibly time-consuming part of our business.
Now obviously, how much time you’ll save depends on the type of business you run and how busy it is but if you’re anything from a wellness coach to a plumber or web designer, most (if not all!) of these tips and tools will be incredibly useful for you.
If you’re a small business owner who constantly feels as if you’re drowning in admin and don’t have enough hours in the day, read on:
1. Plan and batch all of your social media for the week ahead
Time saved: 2-4 hours
Doing this saves so much time and energy it’s insane.
Block out a couple of hours each week (it might be a bit more depending on how many platforms you have and how often you post), and create and schedule all of your social media for the week ahead.
Think of it this way. If you were to bake cookies, it’s a hell of a lot easier to bake a whole batch than it is to bake one a time. It’s the same with social media. Get yourself in the zone and focus on getting all of your content down in one sitting for the week in one sitting.
Now remember, social media is supposed to be “social” so don’t forget to reply to your comments etc.
I use Buffer to schedule all my LinkedIn, FB and Instagram (I’ve been doing a crap job with my own social media recently but I’ll get back on it ASAP...promise). Buffer have a free version but you can only schedule ten posts in advance so if you have multiple platforms, upgrade to Pro. It's only $15 a month and it makes scheduling SO much quicker.
2. Stop answering your phone
Time Saved: Anywhere from 3-10 Hours!
Acting as your own receptionist can have a negative impact on your business as it’s so time-consuming if you’re having to answer calls all day.
Think how many times you had to stop what you were doing last week to pick up the phone. How long did each call last? (Some people just don’t shut up!)
Answering your own phone is not only time-consuming but it can also kill your productivity. If you’re working deep within a task and the phone rings, it can be difficult to get re-engaged. According to a UC Irvine study, refocusing your energies after each distraction can take up to 23 minutes.
If you’re answering the phone even just six times a day, that can result in more than 2 hours of lost productivity every single DAY. That’s ten hours of wasted time every working week!
Now, you obviously can’t just ignore the calls as this will, of course, lose you a shed load of business. However, you CAN outsource your telephone answering. A Virtual Receptionist can book in your appointments for you, or take messages and put them into an email for you that you can look at when it's more convenient.
An ad-hoc client of mine, Morgan Boult, runs Hero-PA which offers a 24-hour PAYG telephone answering service. His rates are good and his team is brilliant so I highly recommend you contact them if you want to spend less time answering your phone and more time building your business! Tell them I said hi.
3. Use Loom or voice clips to get back to your clients
Time Saved: 1-2 hours
Depending on what your business is, you might spend a lot of time emailing your clients. I used to do this until I discovered Loom. Now, if my clients want me to show them something (e.g how to add a blog onto their website), I simply record my screen and myself via loom and show them exactly how to do it. No step by step typing required!
Your clients can also save and replay the looms whenever they need to. Honestly, it’s class.
If you’re in a trade such as plumbing or roofing etc, you may find it useful to record and send voice clips via Whatsapp to your employees or customers (if they have the app). This will save you loads of time texting.
4. Use DuxSoup to save time on LinkedIn and get more clients
Time saved – 2-3 hours
One of my client’s recently introduced me to DuxSoup and it’s AMAZING.
Dux-Soup makes it easier to find, attract and engage with prospects on LinkedIn by automating some aspects of your LinkedIn account, including personalised connection requests to a targeted audience.
I recently installed the free version but I’ll probably end up upgrading to pro as it has some great additional features.
I plan on putting a LOT more focus into LinkedIn in 2020 because it’s such a brilliant platform and most of my clients come from there. I reckon Duxsoup will save me around 2-3 hours of work per week when I really start utilising LinkedIn more.
Time Saved – Totally up to you!
I’m a VA so this was obviously going to come in at some point and I thought I’d save the best until last! ;)
You can do anything but not everything, so outsource your most time-consuming or mundane tasks and focus on the things you should be.....like building your empire.
I had an IT issue a couple of weeks ago with one of my websites and after spending two hours trying to fix it and failing miserably, I remembered I had an IT dude I found on Fiverr who fixed something for me last year for next to nothing. I contacted him, and he fixed my issue within half an hour costing me less than a tenner!
Now I could have spent another 3-4 hours or longer trying to fix that issue which would have been 3-4 hours away from me earning any income with deliverables or working on my business strategy.
You have the most amazing tools at your finger tips as well as a huge bunch of Virtual Receptionists and PAs (hello 😉 ) that are literally there to make your lives as easy as possible. Start utilising these tools and the tips I have given you and I promise, you will save hours of work and stress!
“Focus on being productive instead of busy.” ― Tim Ferriss, The 4-Hour Workweek: Escape 9-5, Live Anywhere, and Join the New Rich