I was on a call with a client recently and she said, “How am I still doing this repetitive administrative task?”. She was referring to manually sending out invoices every month to her full roster of clients. My client is a coach and her business is and has been doing well. And yet she’s found herself working with clients all day and then spending hours on administrative tasks such as sending invoices, contracts and follow up emails.
If this sounds like you, you’re not alone. Many of my done for you clients all say the same thing: “I’m drowning in administrative tasks.” They’ve gotten stuck where they hate wasting time on these types of tasks but aren’t sure what to do about it.
Hire a VA?
Here’s the thing, this client HAD a VA and so do many of my other done for you clients! The problem isn’t that they are reluctant to hire support, the problem lies in their business backend.
And, between you and me, if you’re paying a VA to do these repetitive tasks then you’re wasting your money. The types of administrative tasks I’m talking about can be and should be automated. Save your VA retainer hours for more important things.
So, if it’s not a lack of support, what ARE the reasons you’re still drowning in administrative tasks?
Not Organized
If your inbox search bar is your best friend, that’s a big red flag that you aren’t organized in your business. Searching through old emails and your Dropbox for the last contract you sent is no way to live! Neither is counting how many emails went out that included invoices or searching client names to uncover what you promised you’d do for them.
And listen, there’s no shame in your search bar game, this is a safe space. BUT if you’re going to get out of admin task hell and reap the benefits of automation, then it’s time to do a little housekeeping in your business.
Start with an asset inventory. Gather your contracts, proposals, emails, etc. You know all the stuff you use your search bar to find! Then put them in one place. It can be a folder on Google Drive or Dropbox but ideally you get these items into a proper tool like Dubsado.
Which brings me to the second reason you’re still doing administrative tasks that should be automated.
Lack of Tools
You shouldn’t work out of email. Yes, organizing emails in folders is useful (and so is that search function *wink*) but it’s simply not a place to run a business from and sorry to tell you but neither is Dropbox. Email and Dropbox are great for what they do BUT they are not equipped to automate a business.
If you’re really ready to ditch the admin tasks and get serious about automation (and saving time) then it’s time to start incorporating some tools into your business. Before you head off and start signing up for softwares, let’s take a step back and look at what type of tool you actually need.
A great starting point for all biz owners is a good CRM. The right CRM will massively uplevel your automation game and get those pesky administrative tasks off your to do list permanently. I highly recommend Dubsado. One workflow will automatically deliver your proposal, contract and invoices as well as client questionnaires, reminder emails and scheduling appointments.
It’s All In Your Head
And finally, the last reason you’re STILL doing allll the administrative tasks is – it’s all in your head! In order to identify opportunities for automation (or even delegation), you have to have clear workflows. Yes, written down, thought out workflows. You’ll never be able to create a time-saving workflow (Dubsado’s word for automating things) if you aren’t clear on your client journey/experience.
Write down what happens from the second a prospect says yes all the way until they become a part of your business family.
- What contract do they need?
- Will they fill out a questionnaire?
- How often do you invoice them?
- What do you need from them?
- Do you need to set up a call with them?
Leave no stone unturned. Once you have an outline, you can begin to refine it and automate it.
Ready to stop being the assistant and start being the CEO of your business? Schedule a call with me and say goodbye to administrative tasks for good!