Five admin tools every business owner should be using

  • 22 May 2018

Running a business is a complex operation; from finances to personnel, management to growth planning, everyday you’re challenged to overcome new obstacles and maximise on new opportunities.


There’s been many articles written, and growth hacks developed to try and improve efficiencies in terms of running a business. As the owner of a business a key goal for you should be to continually strive for greater efficiencies within your working practices, to ensure you reach your desired objectives. We have highlighted five admin tools every business owner should already be using, and if you’re not, it could be time to consider how these tools could help you achieve your business goals. 

Personnel management 

The most successful businesses know they will achieve only as much their people are capable of and supported to do. Investing in tools to help you manage your employees is a tool you absolutely must invest in, to ensure your team are looked after efficiently and considerately.

Cloud based tools can help you to collate, organise, and store employee documents including references, contact details, compliance, and insurance forms. This frees up inefficient paper based records systems which easily become outdated. Other online systems give you the ability you to book in holidays, record time off in lieu entitlement, record appraisal notes and set up alerts for future meetings. Using these tools will ensure your staff are taken care of without it impacting a great deal of your time.



Personal Assistants

Many business owners work with PA’s to manage their travel, diary and administrative tasks so they can focus on the demanding responsibilities that come with running a business. For many business owners, frequent travelling means that most of their time is not spent in a single office, so a remote PA service like SmartPA’s could be a great solution.

You will be supported wherever you are and have peace of mind that the day to day details are being taken care of by a professional so that you can concentrate on your other responsibilities. PA’s also provide excellent communication management, meaning that responses can be sent ‘from you’ without impacting your time, unless a response from you directly is required. By using an online remote PA, you also remove the time required to manage an in-house member of staff, which would otherwise be another strain on your time.


As the business world transforms into an online stratosphere, new and exciting opportunities have opened up in terms of online networking and lead generation, and at a rate never seen before.

With so many channels and platforms available to highlight your brand, and more opportunities than ever before to promote your product or service, utilising online opportunities is one of the most effective ways to generate and convert interested parties into paying customers.

Tracking and recording online leads can be an extremely time-consuming administrative task. For example, some analytics sites can tell you loose details about who has been on your site, by recording the IP address of the visitor. This could be quite exciting if your company has a particular brand listed as a target customer, as through analytics it is possible to investigate whether a member of the team from that brand has visited the company website.


These lead generators can even tell you which pages of your site any one individual has visited and how long they were on the site for. However, using free tools is an admin heavy, time-consuming way of recording online leads.
More effective tools that can tell you exactly who’s been on your site, down to the person’s name and email address, include paid tools which delve deeper into the visitor's IP address. This provides a business with more tangible potential leads than relying on the free options available.

Social networking sites also offer effective paid analytics tools to track leads, showing you who’s been viewing your profile, and then automatically allowing you to save that person into your CRM to contact, if relevant, at a later date. These two platforms remove the time constraints involved in manually searching and recording potential customers details before contact is even made, which ensures any potential sales you go on to make are even more cost effective.


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