From Drowning in Admin to Regaining Control

Administrators are known for their organizational skills, but even they can get overwhelmed by the demands of their job. However, by sharing their top tips and efficiency hacks, they can help others regain control of their diary, inbox, and life. From prioritizing tasks to embracing the power of AI, these experts offer insights into the best ways to manage your time and increase productivity.

Claudine Hopgood, an administrator for the heads of product planning and network sales at Volkswagen Group UK, starts her day by going through emails and making a plan for the day. “You can never schedule 100% of your day,” she says. “I schedule 80%, and the other 20% is to allow for unforeseen interruptions.” This approach helps her stay on top of her tasks and avoid feeling overwhelmed.

Suzanne Ekpenyong, the lead virtual assistant of an agency of VAs, emphasizes the importance of having a good overview of your week. “Check your availability and whether it works for you,” she advises. “Do you have enough desk time? Are you travelling too much? Does it work around your personal life? What is your energy going to be like that week?” By considering these factors, you can ensure a balance between work and personal life.

One of the most effective ways to boost productivity is to tackle the most difficult task first. “I eat the frog first,” says Hopgood, referring to motivational speaker Brian Tracy’s theory. This approach helps to avoid procrastination and get the most challenging task out of the way.

Inbox zero is also a popular goal among administrators. “I’m motivated by the challenge and excitement of thinking, ‘Today’s the day I’ll reach inbox zero’,” says Jess Branch, personal assistant to Simon Allford, architect and co-founder of Allford Hall Monaghan Morris. “I never do, but I think it’s about the passion of trying.” By categorizing emails and constantly trying to get them down, you can use your inbox as a to-do list and stay on top of your tasks.

Another key strategy is to use AI to your advantage. “Copilot and ChatGPT are massive time-saving tools,” says Hopgood. “You can enter a report and ask for a PowerPoint of 80 slides. You can put a document in and, within seconds, you have a really accurate summary that would have taken you two hours.” By leveraging AI, you can free up time for more important tasks and increase your productivity.

Finally, it’s essential to learn when to switch off. “When I go on holiday, I delete Teams from my phone,” says Branch. “There is no reason for me to know anything.” By creating boundaries and taking breaks, you can protect your mental health and maintain a healthy work-life balance.

By adopting these productivity hacks and efficiency tips from admin experts, you can regain control of your time and increase your productivity. Whether it’s tackling the most difficult task first or leveraging the power of AI, these strategies can help you stay on top of your tasks and achieve your goals.