As an executive running a company, you know many administrative responsibilities need covering. But you shouldn’t be covering them all on your own when you have a lot of other things you need to do. When you outsource these admin tasks and responsibilities to others you have more time on your hands. That gets you working on business tasks that need your full attention, and helps you focus on areas where others might not be able to take over.
Since there are a lot of times your specific skills and know-how might be in demand, you don’t want to be stretched too thin. It’s easier and better for everyone involved when you’re more readily available. Not only does that help your clients, but it can also make it easier to bring in more clients, vendors, and quality employees. Administrative tasks can be passed along to others, so everything still gets done as needed. Here are 5 of the typical admin tasks you can outsource with great success.
1. Researching New Software for Change
Even the very best software and apps won’t last forever. They eventually need changing out for something else, or at least upgraded properly. If you’re operating a large company or one that’s smaller but tech-heavy, it can be hard to keep up with the software and apps that are popular today. But that doesn’t mean you can just let things go. After all, your competitors are looking at the same software and app updates you are.
Rather than spend a lot of your time sorting through options, you can outsource this particular admin task to someone else. Getting the task off your plate is a good way to free up more time for other pursuits. Just be sure to clarify what you’re looking for in a new software option, or what specifics you want researched, to get the job done faster.
2. Handling Company / Employee Payroll
Payroll is one of the biggest responsibilities for business owners and can also be one of the most time-consuming. Naturally, it’s a must that all your employees and contractors are being paid correctly; still, it’s equally important to ensure taxes and withholdings are calculated right, so Uncle Sam gets his due — and doesn’t surprise you with a tax notice. If you’re handling payroll by yourself, it can be too easy to make a calculation error. Or get behind on processing payroll on time. Fortunately, using a payroll software, such as onpay.com, can reduce these common, unintentional mishaps (and save you a ton of time). Backed by automated calculations and tax filings, good software will help you feel confident — and sleep soundly. Because you’ll know employees receive wages on time and without issues.
Many payroll software platforms can also save time by simplifying mundane HR and back office tasks. For example, some make it easy for new employees to self-onboard or e-sign documents. This way you’re not dealing with piles of paperwork. The top-notch providers integrate with accounting and time tracking tools, handle employee retirement contributions, and can help with a laundry list of other administrative duties — even when you’re on the go.
3. Creating Slides and Notes for Presentations
If you have presentations to make, getting ready for them doesn’t have to take up a lot of time. You can outsource the creation of slides and notes, to a trusted support person. As long as you’re clear on what you’re looking for and available for questions, letting someone else create your notes and slides can go a long way toward getting administrative tasks off of your plate.
It’s a good idea to get the work back a little earlier than you would actually need it, though. This is in order to make sure you don’t want any changes. The first time or two may take a little more of your input. But if you frequently present to others, and use the same person to help, they’ll quickly learn what you expect and need from them. Then the creation of presentation materials will go more smoothly.
4. Managing Client and Contact Lists
Clients and other contacts are vitally important for the continued growth and development of your business. You need to be able to reach current clients easily. But you also want quick access to other contacts, such as prospects, vendors, and additional business associates. Just because you need access to these lists doesn’t mean you need to spend your time managing and updating them.
Instead, you can pass those tasks along to your administrative support personnel. Then everything finishes, but they worry about the details, not you. That means you can focus on other things that might require your attention. And your contact lists will still be current. Being certain you’re leaving the lists in good hands also helps increase your peace of mind.
5. Invoicing Clients and Processing Payments
Making sure clients are invoiced for your services, and processing the payments they make to your company, are both important for your bottom line. Just like you use payroll online services to pay employees, you can use invoicing and payment processing services for clients, too. You’ll be able to see what’s being invoiced. Plus, how much money is coming in, along with any client invoices that are outstanding or late. Then you can personally reach out to those clients, if necessary.
Overall, though, it shouldn’t really be your job to send invoices out to clients. When you can have someone else handling that aspect of the client relationship, you can put your focus on bringing in more clients. You’ll also want to keep getting along well with clients you already have. So, reaching out and interacting with them is an important part of your executive duties.
From using payroll online services to having someone create your slide presentations, outsourcing a lot of administrative tasks is the way to go. As a busy executive, you need to make sure you complete important things. Time won’t wait for you, and neither will clients. By making sure you’re readily available for the big things, you can leave the smaller things like admin tasks to outsourced professionals. Then you can take more things off your to-do list. Plus, increase your peace of mind and keep your company moving forward.