FROM CHAOS TO CLARITY: A GUIDE TO ORGANISING YOUR ADMIN TASKS

Step 1: List and Prioritise

I absolutely love lists! There’s something so satisfying about getting everything out of your head and onto paper (or a digital planner). Before tackling your admin tasks, take a step back and list everything that needs doing. Then, prioritise them using the Eisenhower Matrix:

• Urgent & Important – Handle these tasks immediately.
• Important but Not Urgent – Schedule these for later.
• Urgent but Not Important – Delegate if possible
• Neither Urgent nor Important – Consider eliminating them.

This method helps you focus on what truly matters and reduces the stress of an overflowing to-do list. Plus, ticking off tasks as you go isn’t just satisfying, it actually gives you a little dopamine boost, making you feel accomplished and motivated to keep going throughout the day!

Step 2: Systemise and Automate

Why do something manually when a tool can do it for you? Invest in systems that streamline your workflow:

• Use scheduling tools like Calendly or Google Calendar to manage appointments.
• Automate invoices and payments with Xero or QuickBooks.
• Implement email templates and auto-responses to save time on repetitive messages.
• Organise your tasks, monitor progress, and keep track of deadlines with Asana or Trello – I personally use Asana to stay on top of my workload and ensure nothing slips through the cracks!

These are just a few examples, plenty of other great tools are out there, so it’s worth exploring what works best for you. And just to note, I’m not affiliated with any of these platforms; they’re simply tools I find useful in my own workflow!
 

A little effort in setting up these systems now can save you hours down the line!

Step 3: Time Blocking and Batching

EInstead of switching between different admin tasks throughout the day, try batching similar tasks together. Set aside dedicated blocks of time for emails, invoicing, or social media scheduling. For example:

• Morning: Respond to emails
• Afternoon: Process invoices and payments
• End of the day: Plan the next day’s admin work

This approach reduces mental fatigue and increases efficiency.
 

Step 4: Delegate and Outsource

The reality is you don’t have to do it all yourself. If admin work is eating into time that could be spent growing your business, it might be time to delegate. Virtual Assistants (VAs) can take on time-consuming tasks like inbox management, document preparation, and marketing support – freeing you up to focus on what you do best.