Admin work often ends up at the bottom of the to-do list, especially when you’re knee-deep in jobs. But those little tasks you keep skipping? They could be making things harder than they need to be. Here’s a list of admin jobs that are easy to overlook – and some tips to help you tackle them.
1. Chasing Up Quotes
Sending out quotes is only half the job – following up can turn a “maybe” into a solid “yes.” Don’t leave potential work dangling. A quick check-in could be the difference between winning a job or losing it to someone else.
Tip:
Set a reminder for a week after sending the quote to check-in. A quick message or phone call asking if they’ve had a chance to review it can make all the difference. If you don’t hear back, add another reminder for a couple of months later to send a friendly email asking for feedback. They might not need you right now, but staying on their radar could land you the job later.
2. Keeping Customer Records Updated
Accurate customer records aren’t just for show – they make communication smoother and help bring in repeat business. Missing phone numbers, typos in email addresses, or outdated info can waste time and potentially lose you work.
Tip:
Make it a habit to update records immediately after speaking with a customer. Use simple tools like Google Contacts or a spreadsheet to keep details like phone numbers, email addresses, and notes on jobs up to date. For an extra boost, set a monthly reminder to review and tidy up your records.
3. Sorting Receipts and Invoices
Yes, it’s boring. But come tax season, you’ll thank yourself for being organised. Receipts in order mean fewer headaches, and tidy invoicing means your cash flow stays on track – no more awkward payment delays.
Tip:
Keep a small folder or use an app like Expensify to snap pictures of receipts as soon as you get them. For invoices, set aside 15 minutes each week to log them and send reminders for overdue payments. Breaking it into small chunks makes it less of a chore.
4. Staying on Top of Your Calendar
A messy schedule can lead to missed opportunities or, worse, double bookings. Keeping your calendar in order makes juggling jobs a breeze, and setting reminders ensures you never forget the important stuff.
Tip:
Use a digital calendar like Google Calendar or a planner to map out your jobs. Colour-code jobs, deadlines, and personal time to see what’s coming up at a glance. And don’t forget to set reminders for things like phone calls, follow-ups, and meetings – future you will thank you.
5. Backing Up Important Files
Imagine losing key documents like contracts, receipts, quotes or invoices. Nightmare, right? Regular backups can save you a ton of hassle if the unexpected happens.
Tip:
Set up automatic backups for your files using cloud storage like Google Drive or Dropbox. For physical paperwork, scan it using your phone and save it in clearly labelled folders. Schedule a regular “file backup day” once a month to make sure nothing gets missed.
Feeling overwhelmed by all this admin? Or maybe you’d rather focus on the work you love and leave the paperwork to someone else?
That’s where I come in. I specialise in sorting out the admin chaos, helping businesses like yours get organised, save time, and reduce stress – so you can get back to doing what you’re great at.
📞 Call or Text: 07498 986827
💬 WhatsApp: Message me on WhatsApp
📧 Email: info@clarehwrites.co.uk
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