Let’s be honest: nobody starts a business because they’re dying to do admin. But whether you’re running a cozy coffee shop or scaling a SaaS startup, admin tasks are the secret sauce that keeps everything from falling apart.
Ignore them, and you’ll end up buried in chaos, missed deadlines, and maybe even a letter from the tax office that makes your heart skip a beat.
In order for any business to operate, a certain amount of ‘admin’ needs to be carried out. These are certain tasks that are essential to keeping a business in operation. Below are 5 core admin tasks that you will need to carry out as a business owner - whether you do them yourself, delegate them to employees or outsource them.
Let’s get started.
Ignore them, and you’ll end up buried in chaos, missed deadlines, and maybe even a letter from the tax office that makes your heart skip a beat.
In order for any business to operate, a certain amount of ‘admin’ needs to be carried out. These are certain tasks that are essential to keeping a business in operation. Below are 5 core admin tasks that you will need to carry out as a business owner - whether you do them yourself, delegate them to employees or outsource them.
Let’s get started.
Accounting
Accounting is the financial management of a business. It mainly involves keeping a record of earnings and expenses so that taxes can be accurately calculated and paid each year. However, it may also involve sending and chasing up invoices, creating budgets and handling your employees’ payroll. All in all, it is essential for keeping finances organised and making sure taxes and contracted transactions are paid. Accounting software can help to make this admin task much easier by automating much of the process. You can also hire or outsource an accountant to help you. Check out this guide to small business accounting for a better understanding of what this role entails.
Marketing
You cannot attract new customers unless you do some marketing. This is a broad field that includes various potential strategies such as creating a website, doing SEO, running online adverts, promoting your company on social media, sending promotional emails, hosting marketing events, printing off business cards and handing out flyers (just to name a few types of marketing). You can do your own marketing or hire/outsource experts to do it for you. There are similar types of software like CRM software that you can use to manage all your marketing in one place.
Resource planning
Almost every company uses some type of resources in order to serve their clients. This could include tools and equipment, software, construction materials, ingredients in a kitchen, office supplies or inventory in a store. Resource planning involves acquiring the right resources, getting the right price for them and keeping these resources maintained and organised until they need to be used. There are many different types of software you can use for managing different types of resources, although ERP software tends to be the most universal option. You can hire or outsource people to take care of your resources for you if you think it’s too difficult a task to do yourself.
Work scheduling
Another key admin task that will keep you organised is work scheduling. This involves creating diaries, rotas and work plans to organize when specific tasks are carried out. Work scheduling is a skill and may involve learning to adjust schedules and prioritize tasks based on unexpected events and changes. Certain types of software can help to automate tasks and reminders to help make scheduling easier. Hiring/outsourcing people to help with scheduling is also possible.
Legal compliance
Every business needs to abide by certain laws, which often requires making sure that certain documents are in place and certain protective measures have been taken. Business laws are constantly changing, so legal compliance is an ongoing task. By working with business legal advisors, you can create the necessary contracts you need and carry out audits to identify necessary compliance measures that need to be taken (such as making sure products contain certain labels or making sure your office contains certain fire safety features).
Conclusion
There you have it: the five core admin tasks every business needs to nail. It doesn’t matter if you’re a solo founder juggling a million things or you’ve got a team to help share the load. Master these basics, and you’ll save yourself from a ton of headaches down the road.
Remember, admin isn’t just busywork, it’s the foundation that lets your business grow, adapt, and survive. So embrace the spreadsheets, set those reminders, and don’t be afraid to call in the pros when you need them. Your future self (and your bottom line) will thank you!
FAQ on admin tasks
What are administrative tasks in a business?
Administrative tasks are the essential behind-the-scenes activities that keep a business running smoothly. These include organizing schedules, managing correspondence, maintaining records, handling finances, and ensuring compliance with regulations. Without these tasks, even the most innovative businesses would quickly descend into chaos as important details slip through the cracks.
Why is accounting considered a core admin task?
Accounting is crucial because it tracks every financial transaction, giving you a clear picture of your business’s income and expenses. It helps you set budgets, manage payroll, prepare for tax season, and make informed decisions. Proper accounting also ensures you meet legal obligations and avoid costly mistakes or penalties.
How does resource planning benefit a business?
Resource planning helps a business allocate its tools, materials, and supplies efficiently. By keeping track of what you have and forecasting what you’ll need, you avoid shortages, reduce waste, and save money. It also ensures that your team always has what they need to do their jobs well, which boosts productivity and customer satisfaction.
What tools can help with work scheduling?
There are many tools designed to make work scheduling easier, such as digital calendars, project management apps, and employee scheduling software. These tools allow you to assign tasks, set deadlines, and send reminders, helping everyone stay organized and on track. They also make it easier to adjust plans when things change unexpectedly.
What happens if a business ignores legal compliance?
Ignoring legal compliance can have serious consequences, including hefty fines, lawsuits, and damage to your business’s reputation. You might also face operational shutdowns or lose the trust of customers and partners. Staying compliant protects your business and ensures you’re operating within the law at all times.
Can admin tasks be outsourced?
Yes, many businesses choose to outsource admin tasks such as accounting, HR, and legal compliance. Outsourcing can save you time, reduce errors, and give you access to specialized expertise. This allows you to focus on core business activities while ensuring that essential admin work is handled professionally.
How important is communication in admin roles?
Communication is vital in admin roles because it keeps everyone on the same page. Good communication ensures that instructions are clear, updates are shared promptly, and issues are resolved quickly. It also helps prevent misunderstandings and keeps projects running smoothly.
What’s the role of document management in business admin?
Document management involves organizing, storing, and securing important business documents such as contracts, invoices, and employee records. Effective document management makes it easy to retrieve information when needed, ensures compliance with data regulations, and protects sensitive information from loss or unauthorized access.
How can small businesses simplify admin tasks?
Small businesses can simplify admin tasks by using automation tools, setting up clear processes, and outsourcing complex or time-consuming work. Automation can handle repetitive jobs like invoicing or scheduling, while clear processes help prevent mistakes and save time. Outsourcing lets you tap into expert help without hiring full-time staff.
Are admin tasks the same for every business?
While the core admin tasks are similar across most businesses, the specifics can vary depending on your industry, size, and business model. For example, a retail store might focus more on inventory management, while a consulting firm prioritizes client scheduling and contract management. Each business should tailor its admin processes to fit its unique needs.
