The Admin Checklist Every Small Business Owner Needs

Do you ever feel like no matter how hard you try, the admin tasks just keep piling up?

When you are running your own business, it is so easy for admin work to get pushed to the bottom of the to-do list. The little tasks seem harmless enough to leave for later, but before you know it, they have built up and feel completely overwhelming.

That is why having a small business admin checklist can make such a big difference.

By staying on top of the small things, you can keep your business running smoothly and free up more time for the work you actually love.

Here is a simple checklist you can use to stay organised and in control each week and month.

Breaking your admin work into weekly and monthly tasks can make it feel so much more manageable.

Weekly Admin Tasks

1. Check and respond to important emails

   Set aside time at least twice a week to clear your inbox.

   Reply to anything urgent, sort what you need to keep, and delete what you don't.

   Or, hire a virtual assistant (me!) to do this for you on a daily basis instead.

2. Review your task list

   Which project is due this week? What client needs your help? Do you have meetings you have to prep for?

   At the start of each week, take a look at everything that's coming up and update your to-do list accordingly.

3. Update your CRM

   Yes, it's boring. Yes it takes time. But it absolutely needs doing. If your CRM isn't kept up to date you'll quickly lose track.

4. File your documents

   Did you sign any new contracts? Did you onboard any new clients? Have you bought new equipment?

   Keeping your records organised will help you in the long run. Set aside some time each week to stay on top of this.

   The more you do it, the less time this will take!

Monthly Admin Tasks

1. Bookkeeping

   If you hire someone to do this for you then simply send them all your receipts for the month and your bank statements.

   If this is something you do yourself...good luck.

   Set aside a few hours at the start of each month to sort, link and update everything so it's ready to be sent to your accountant when your financial year comes to an end.

2. Review your finances

   Reviewing your finances and doing your bookkeeping is not the same thing.

   Reviewing your finances is taking a look at your income and expenses. Are there any late invoices? Is there anything you forgot to pay? Are you paying for any subscriptions that you don't need?

3. Plan ahead

   Review your deadlines for the upcoming month. Block out time in your calendar now for events you know are coming up.

4. Update your systems

   Booooring, but unfortunately it needs to be done. You can't be using your Christmas sale marketing campaign when it's the start of June.

5. Celebrate your progress

   Technically not an admin task, but something I firmly believe in doing every month. Take a step back and acknowledge the hard work you are putting in. Too often we focus on everything that still needs doing. We forget how far we've come. So pat yourself on the back, you're doing a good job!

Need help staying on top of your admin tasks?

If all of these little admin tasks are taking up too much of your time and energy, you don't have to do it.

That's right, you can hire me instead!

I offer all sorts of services to help small business owners like you with their admin tasks. Take a look here to see what skills I offer.