Proven Time Management Strategies for Admins

In a small business, every minute counts. Unlike large corporations with specialized teams for each function, small businesses rely on a few key people—often including administrative professionals—to keep operations running.

However, inefficiencies are bound to pile up. When they do, they slow down the team and cost the business money, opportunities, and growth.

A recent study highlights just how much time small business owners are losing:

• 57% struggle with non-work-related distractions

• 47% cite procrastination as a major time-waster

• 28% waste time waiting for status updates from multiple tools and stakeholders

• 17% lose productivity due to constant switching between digital tools

With many entrepreneurs juggling four or more digital tools daily, the constant switching between tasks and platforms creates disorganization, delays, and lost time.

This is where administrative assistants can make a real impact. Admins can increase productivity, reduce stress, and drive smooth business operations through smart delegation and time management strategies. 

More importantly, taking control of these inefficiencies positions admins for higher-level responsibilities and strategic decision-making, according to the ASAP State of Executive Administration Report. Here are proven strategies for admins to manage the chaos and drive productivity.

1. Calendar and Meeting Management: Reducing Disruptions and Disorganization

Meetings are essential for collaboration, but when poorly managed, they become one of the biggest drains on productivity. Small business owners often waste time waiting or searching for important updates because check-in meetings lack clear structure or, worse yet, they could have been handled via email.

Make Meetings More Efficient:

• Set Clear Agendas: Meetings should have a defined purpose. Require an agenda in advance and stick to it to keep discussions focused and actionable.

• Reduce Meeting Overload: Encourage asynchronous updates where possible. If an update doesn’t require real-time discussion, handle it via shared documents, voice notes, or structured email summaries.

• Use Scheduling Tools: Avoid unnecessary back-and-forth scheduling. Tools like Calendly or Outlook’s scheduling assistant streamline the process and lessen disruptions to focus work time.

2. Minimize Digital Overload and Improve Workflows

With 17% of small business owners losing productivity due to context switching and 30% searching for information in the wrong places, disorganized digital tools are a major time drain. Admins who take charge of digital workflows can significantly reduce lost time.

Reduce App-Switching and Miscommunication

• Consolidate Tools: Reduce the number of project management and communication apps to limit distractions. Platforms like Asana or Slack centralize information, making it easier to find what you need.

• Automate Repetitive Tasks: Set up workflow automation tools to handle routine tasks, from email follow-ups to project tracking.

• Create Standardized Processes: Establish clear guidelines on where critical project updates are housed to eliminate duplicate messaging and confusion.

3. Strengthen Delegation and Task Management

Many admins struggle with task overload, often taking on too much instead of effectively delegating. ASAP found that executive-level admins are shifting toward strategic responsibilities. To free up space for strategic planning, admins must delegate tasks that no longer require their expertise. 

Delegate More Effectively

• Identify Low-Priority Tasks: Offload administrative work that doesn’t require your advanced skillset so you can focus on higher-value projects.

• Use Project Management Tools: Platforms like ClickUp and Monday.com help track progress without micromanaging.

• Encourage Ownership: When assigning tasks, provide clear expectations, deadlines, and check-in points.

4. Leverage Technology to Enhance Productivity

Without a clear plan of attack, investments in new technology can confuse team members and add complexity, rather than saving time. Admins should work with executives to identify the best productivity tools to simplify tasks, save time, and improve service delivery. From there, admins must develop a strategic implementation plan and continuously refine processes based on real-world results.

Choose Tech that Simplifies Workflows

• Use AI Scheduling Assistants: Tools like Reclaim.ai and Clockwise optimize meeting times based on real-time availability, preventing scheduling conflicts and protecting focus time.

• Smart Document Organization: Cloud-based storage solutions like Google Drive and OneDrive offer quick, organized access to important files without unnecessary folder-hopping.

• Automate Email and Task Tracking: AI-powered tools like SaneBox or Superhuman can prioritize emails, flag urgent tasks, and suggest follow-ups, meaning critical communications aren’t missed

Take Charge of Your Time with ASAP’s Resources

Time management is a critical business function that directly impacts efficiency, decision-making, and overall success. The strategies covered in this article can help admins eliminate inefficiencies and take on a more strategic, leadership-driven role.

However, staying on top of multiple projects and deadlines requires structured tracking methods and the right tools. For more guidance, watch our Deliverables on Deadline: Mastering Project Tracking Techniques webinar to learn practical strategies for time management and organization.

Watch Now!