So, How Much Admin Is Too Much?
Running your own business is fab, isn't it… until you realise just how much of your time is swallowed up by admin.
It’s the emails, the spreadsheets, the invoices, the diary juggling, the endless little jobs that creep into every spare moment. Suddenly, you’re spending more time chasing your inbox than chasing new clients.
But in truth the hidden cost of business admin isn’t just in hours, it’s in lost opportunities, lost energy, and sometimes, lost income.
So, How Much Admin Is Too Much?
If you’ve ever asked yourself, “Am I wasting too much time on admin?” the answer is probably yes.
Or do you keep telling yourself, I need to do an admin day?
Here’s a quick check:
Are you spending more than 10 hours a week on tasks like emails, diary management, invoices and spreadsheets?
Do you regularly put off the “big business growth” tasks because you’re too busy keeping up with admin?
There's something you want to do ON your business but your too busy working IN your business to make a start.
Do you feel like your head is full of to-do lists, rather than creative ideas?
Your business admin isn’t just time-consuming, it’s slowing your growth.
The Hidden Costs of Admin
Business admin doesn’t just cost you your hour working, it costs you money.
Lost billable hours – Let's say you charge £50 an hour for your time but spend 10 hours a week on your business admin, that’s £2,000 of lost income every month. Even if you only do one day a week on admin of 6 hours thats still £1,200 per month income lost.
Decision fatigue – Every little task adds to your mental load, making it harder to focus on strategy, creativity, or client work. Reading one email after another and actioning them can be tiring when theres a lot to do and then your mind is on other things you need to get done too.
Burnout risk – Constantly working late to “catch up on admin” isn’t sustainable. It leads to exhaustion and frustration. Be honest, have you worked a late evening or a few hours on a weekend thinking it's ok it's just a few hours. When do you take time for yourself?
You didn’t start your business to spend your life chasing receipts and formatting documents.
Why did you start your business? I started mine because I love inboxes, invoices and helping small business.
Meet Ava (Not Her Real Name)
Ava came to me with 5,000+ unread emails and a never-ending list of admin tasks. Evenings were just admin catch ups, and she felt like she was constantly two steps behind.
We started small: Inbox Clear-Up + manageable folders. Within two weeks:
Invoices were up to date and easy to find
Client updates were logged in her CRM automatically
She even booked a client who had emailed a month earlier (they didn’t mind the late reply!)
Most importantly, when she opens her inbox now, she only sees the emails she needs to action or reply to
A few hours of inbox management and organisation gave Ava back her evenings, her focus, and her energy.
How to Stop Wasting Time on Admin
This is where outsourcing comes in. A Virtual Assistant (VA) can take those repetitive, time-consuming tasks off your plate, so you can get back to the work you love.
What's a favourite part of your business that you can just do all day without feeling drained?
What's something you would rather be doing? Get your weekends back?
Some of the most popular ways my team at Allocate-VA supports small business owners include:
Inbox management – no more drowning in emails.
Diary management – get meetings, calls, and deadlines organised.
Spreadsheets & data entry – accurate, reliable, and off your to-do list.
CRM management – keeping client info tidy and up-to-date.
Xero support & invoicing – so you can stay on top of your finances.
Digital file organisation – because you shouldn’t need a treasure map to find your documents.
Even outsourcing a few hours a week can free up huge chunks of time (and brain space).
So What’s Next?
If you’re tired of working late nights, weekends or just don't want to do the admin anymore, it might be time to hire a Virtual Assistant for your small business. Whether you’re a coach, a service provider, or a small business owner, my team can help you.
When you’re ready to grow, just Allocate a VA.
Freebie
Want to know where your time is really going? Download my free Admin Time Tracker Template and spend a week recording your admin tasks. You’ll be shocked at how much business admin is eating into your week, and it’ll show you exactly what you could outsource first.
Spent 10 mins in your inbox, add that in, update your diary and schedule a meeting add that in. Chasing invoices because people forget.
