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5 Tools For Managers Who Spend Too Much Time On Administrative Tasks

Tools For Managers Who Spend Too Much Time On Administrative Tasks

In 2020 managers need to be ruthlessly efficient if they want to succeed. Unfortunately, many managers still spend the majority of their day on the phone, answering emails, or pretty much doing anything except actually managing.

In fact, according to a recent survey of over 500 managers, 59% reported they spent more than 3-4 hours a day on administrative tasks. That’s not efficient and it’s definitely not an effective way for a manager to spend their time.

Thankfully, these days there are a number of tools out there to help managers reduce time spent on administrative tasks and delegate without fear of losing operational effectiveness.

Here are 5 examples to help get you started on your path back to managerial efficiency:

Customer Relationship Management (CRM) Software

If you haven’t already made the leap and acquired CRM software, then today is the day. CRM software is the number one most important tool for customer-facing businesses.

The software helps to connect the departments of your business. From marketing and sales to customer service and accounting, CRM helps to organize notes, activities, and metrics into one cohesive, easy to use system.

Everyone knows—or has at least heard of—the now multi-billion dollar enterprise that is Salesforce, but the CRM giant isn’t the right choice for every business.

In particular, small businesses should look for more tailored options like Pipedrive or Copper.

Try An Intelligent Message Hub

For managers who are always on their phone or answering emails, it may pay to try an Intelligent Message Hub. These services offer shared inbox software, which can help you cut down on inter-team communication by keeping everyone on the same page.

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On top of that, quality Intelligent Message Hubs will provide call transcription services which, once again, help to cut down communication time for managers. Instead of having to relay the events of a customer call to your team, you can simply have the call transcribed and automatically emailed out saving valuable time.

Hire A Recruiter, Already!

Hiring isn’t what it used to be. In the past employees stayed with one company for decades or even their entire career, unfortunately, that just isn’t the case in 2020. In fact, according to a recent article in Harvard Business Review:

“From the end of World War II through the 1970s, corporations filled roughly 90% of their vacancies through promotions and lateral assignments. Today the figure is a third or less.”

This means managers are forced to spend more time in the recruiting process. Gone are the days when hiring all took place at entry-level positions, allowing managers to delegate the task. These days managers are forced to fill executive positions regularly. That can be a time consuming and frustrating process.

The good news is executive staffing agencies have propped up to fill the void. These companies have the expertise, network and time to hire executives that normal recruiters just can’t. So, if you find yourself spending too much time on hiring as a manager, don’t be afraid to delegate—as long as it’s to the right people.

Project Management Tools

Project management tools have become essential in the modern workplace. Everything is done online, so managing projects in applications online only makes sense. Managers can cut down on repetitive communication between teams easily with project management tools. The best, most commonly used, project management tools include Asana, Monday and Zoho.

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Whether you need task management, reporting, instant team-connected messaging, automatic notifications, a customer portal, collaboration tools, dashboards, a mobile application, document management or task assigning capabilities, project management platforms can provide what you are looking for.

Time Tracking Tools

Finally, managers need to know their employees are working. Modern workers don’t clock in on analog machines like they used to. Instead, they utilize time tracking tools to show managers they are on the clock. Some of the best time tracking tools include Harvest, TSheets, and Replicon.

Time tracking tools are more than just work hour tracking though, these tools can help managers decide what business tasks are valuable and which are a waste of time. They can do this because employees not only log their work hours into time tracking tools but also what they are working on.

For example, if you know one of your employees spends dozens of hours a week helping a single client, taking away valuable time from others, you may want to cancel that client or change your employees’ work patterns to be more efficient. 

All in all, if you feel you are wasting your time on administrative tasks as a manager then it’s time to find the right tools to make your business more efficient and effective. Thankfully, in 2020, that’s easier than ever.

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