The Admin Survival Guide

Managing admin tasks can quickly become overwhelming without the right approach. This guide shares 13 practical hacks to help you save hours every week by improving how you handle everyday admin. Whether you’re juggling emails, scheduling, or project tracking, these tips will keep you organised and efficient.

1. Inbox and Email Organisation

A cluttered inbox steals time and focus. Create folders or labels for different topics or clients. Use filters to automatically sort incoming mail. Set specific times to check email instead of reacting constantly. For example, batch process emails twice a day to reduce distractions.

2. Task Management and Prioritisation

List all tasks and rank them by urgency and impact. Use simple tools like to-do lists or apps such as Trello or Todoist. Break big projects into smaller steps. Focus on completing high-priority tasks first to avoid last-minute stress.

3. Calendars and Scheduling

Keep one calendar for all appointments and deadlines. Colour-code events by category to see your day at a glance. Use scheduling tools like Calendly to avoid back-and-forth emails when booking meetings.

4. Invoicing and Finance Admin

Automate invoicing with software like QuickBooks or Wave. Set reminders for payment deadlines. Keep digital copies of receipts and invoices organised by date or client for easy access during tax time.

5. CRM Basics

Use a simple CRM system to track client details, communications, and sales progress. Even a spreadsheet can work if customised well. Regularly update client info to maintain strong relationships and avoid missed opportunities.

6. Contracts and Onboarding

Standardise contracts and onboarding documents with templates. This speeds up client intake and ensures consistency. Keep signed contracts stored securely and easy to find.

7. Social Media Batching

Plan and create social media posts in batches. Dedicate a few hours weekly to write, design, and schedule posts using tools like Buffer or Hootsuite. This frees up daily time and maintains a consistent online presence.

8. Compliance and Boundaries

Set clear work hours and communicate them to clients and colleagues. Use tools to block distracting websites during focus time. Keep up with any industry compliance requirements by scheduling regular reviews.

9. Communication Clarity

Write clear, concise emails and messages. Use bullet points for key information. Confirm understanding by summarising next steps. This reduces back-and-forth and speeds up decision-making.

10. Project Management

Choose a project management tool that fits your workflow, such as Asana or Monday.com. Track deadlines, assign tasks, and monitor progress in one place. Regular check-ins keep projects on track and avoid surprises.

11. Event Admin

Create checklists for event planning stages: invitations, venue booking, catering, and follow-ups. Use calendar reminders for deadlines. Delegate tasks when possible to share the workload.

12. Accountability and Planning

Set weekly goals and review progress regularly. Use accountability partners or apps to stay motivated. Reflect on what works and adjust your systems to improve efficiency.

13. The Power of Templates and Systems

Develop templates for emails, reports, and documents you use often. Create step-by-step systems for recurring tasks. This reduces decision fatigue and speeds up your workflow.

If admin has felt heavy, messy, or never-ending this year - this is your sign to stop trying to hold it all in your head.

The Sort It Hub is where systems I’ve shared over the last 3 months, all to tackle the issues mentioned above, live in one place - ready to use, edit and revisit whenever you need them.

Inside you’ll find resources to help you:

✔️ Get your inbox under control

✔️ Track tasks, projects and clients properly

✔️ Set boundaries and protect your time

✔️ Simplify invoicing, events and onboarding

✔️ Communicate clearly without endless back-and-forth

No fluff.

No overcomplicated tools.

Just practical admin systems that actually save you hours.

If you want to head into the new year feeling calmer, clearer and more in control - the Sort It Hub was built for you.

🔗 Join here: The Sort It Hub