Admin Work is Hijacking Your Time. Take It Back.
A simple 5-step process to eliminate, delegate, and automate low-impact work.
“Workers spend up to 50% of their week on administrative tasks, most of which don't move the business forward.”
If you're feeling overwhelmed, behind on meaningful work, or stuck in the weeds, there's a simple process that helps me reset:
Twice a year, I sit down with a blank sheet of paper and write down every routine admin task that has crept into my workflow. Payroll processing, expense reports, prepping for recurring meetings, and updating reports. If it's routine, it's on the list.
Why?
Because admin tasks, while often necessary, rarely create forward momentum. They're maintenance work. And without intention, they consume more and more of your most productive hours.
The Hidden Cost of Admin Work
It eats your time.
Surveys show we spend between 25% and 50% of the workweek on admin. That’s not counting meetings.
It drains your energy.
You know the feeling. You leave work exhausted, not from solving big problems, but from grinding through low-impact tasks.
It holds others up.
Your “small task” might be a blocker for someone else’s project. If you don’t close the loop, they can’t move forward.
The 5-Step Admin Review Process
1. Write It All Down
Be thorough. Capture every recurring or routine admin task in your week or month. Don’t rely on memory. Look at your calendar, email, and task list.
2. Eliminate Ruthlessly
Ask: “What happens if I stop doing this?” If the answer is “probably nothing”, stop doing it.
Pro tip: Unsure if anyone reads that weekly report? Skip it for a week. If nobody notices, you’ve got your answer.
3. Delegate What You Can
If someone else can do it, they should. Delegation frees up your time and can develop others and increase their impact on the business.
I recently handed off a sales prep report to someone on my admin team. She now feels a greater sense of ownership in our marketing success, and I have 30 minutes back each week.
4. Automate or Simplify
Some admin work can’t be eliminated or delegated—but it can be simplified.
Use shared files to gather team input
Get important reports emailed directly to you using tools like PowerBI, Tableau, etc.
Build Excel templates with formulas
Think of automation as “reducing touch time,” not building a robot.
5. Schedule It
Whatever remains, put it on your calendar. I use autopilot scheduling for recurring, protected time to knock out low-focus work. It keeps me on track and gives visibility into how much admin time is still in my week.
Why This Matters
Early in my career, I thought trimming admin work might look lazy. Now I see it differently:
Every hour spent on admin is an hour not spent coaching your team, building strategy, or improving customer relationships.
Admin work is part of every job, but it shouldn't be the part that runs your day. The Admin Review Process helps you take back control and make space for the work that matters most.
Call to Action
Block 30 minutes this week. Write down your recurring tasks. Identify what can be eliminated, delegated, or automated. Try it once. You’ll be surprised what you find.