Admin Mondays a.k.a How I Don't Lose My Mind as a Small Business Owner

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I'm a super organized person, but there's something about paperwork and similar banalities that just get lost on me.

I've been in business since 2012, and I've learned a lot. I've also made a lot of mistakes.

One thing I continued to let get super out of hand in my first few years in business were mail (like actual snail mail), paper work, bookkeeping, and all the nitty gritty no one likes doing on the backend of a business.

Luckily, this is no longer an issue for me.

Productivity isn’t always efficient

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I'm super into productivity. It's a bit of an obsession of mine, and something I help my clients with.

I'm always looking for ways to run my business better, to streamline it, to create systems. To work better.

But the whole administrative side of my business, I just couldn't seem to wrangle. I'd grab a hold of it, then I would let it lapse for a few weeks here or a month there.

I also found myself getting caught up in being productive for productivity’s sake. I was using productivity as an excuse when all it really was was procrastination. I was checking out systems, new apps, looking for ways to be efficient - when I was just wasting time.

Not the best feeling!

Admin Mondays to the rescue

Then last year, I saw a post on Swiss Miss entitled Admin Monday. It was a snippet of a larger blog post by designer Jessica Hische.

This seemed like it could be something that not only worked but got a true system in place!

Before I explain how I use Admin Mondays in my business you should know something.

Like many people, I'm not wild over Mondays. There's some sort of weird existential dread that comes over me when beginning the week. Even though I work for myself I just am not excited about Monday’s. As I have gotten older, I’ve realized a lot of this is anxiety. Compound that with I'm not much of a morning person.

This combo? Not a great beginning to the week.

This is where Admin Monday has really saved me.

When I read Jessica's post on email productivity and got to the Administrative Monday bit, I was so into it.

I'm almost always close to inbox zero - so the email aspect I didn't need help with -Jessica's idea of grouping everything that’s pretty mundane seemed like a genius plan. Ease into Monday with tasks I don’t need to expend a ton of energy on.

This allows me the space to get organized and focus on things that will make my week run smoothly. Offering me the mental space to prepare for everything.

What I focus on for Admin Mondays

Below is everything I try and take care of on Mondays. Obviously, it isn't an exhaustive list, but it's pretty much what I focus on every week.

I find if I get all of this done my week is smooth sailing and I am able to focus on my clients, professional development, and other fun things I truly love to do in my business.

 Every minute counts as a small business owner, organizing my time and delegating tasks has helped me enormously. Here's how a simple adjustment in my schedule cleared up my schedule and made me fee a whole lot more sane around the banalities of running a small business.

To-do list: Write out everything I want to do for the entire week in my Leuchtturm1917 journal, then I transfer that stuff to Asana to organize it for the week and beyond.

Clean my desk: Nothing like starting the week off with clean slate!

Calendar: Check in and get my head ready for any and all upcoming events in both my Gsuite calendar and transfer the weekly appointments and events into my planner.

Organize paperwork: File and recycle and diminish that pile!

Make any phone calls: You know how this works.

Finances & bookkeeping: Ensure my budget is balanced, my income is clocked, and I know what’s coming in for the week. Organizing all of my expenses and payments weekly is one of the best things I can do for myself and my business.

Email: Go through any outstanding emails from the weekend or the end of the week. Send out any networking and outreach emails as well.

Invoicing & overall client organization: Ensure this department is nice and tight and everything is current. Send follow up and meeting details to clients for the week.

Social media & content creation: I have a bi-weekly schedule of what I am posting online, so I plug in content and schedule for the entire week on social media. I also write my weekly blog posts so I have fresh content for the week. I also look in my archives of blog posts to see what’s relevant that I can re-share. This by far is the biggest task I do on Mondays and can take up to 3-4 hours (writing a blog post takes up the majority of time). But in the long run this frees up so much of my time and allows me to plan out my content in a succinct and cohesive manner for the week.

Keep at it, iterate, do what works for you

Like Jessica states in her blog post, I’m pretty adamant about sticking to this routine. Otherwise it won't work. Of course there are some weeks that I’m not perfect, but I allow myself some slack and just get back to it the following Monday.

I've found Admin Monday to be one of the best systems I’ve implemented in my business. It not only encourages me to do all of the stuff I don't want to in one day, it frees up a whole bunch of time for me to focus on the rest of my business. I’ve also found I know look forward to Mondays now, because I get to dork out and be organized and take care of my business. What's not to love?

It should also be said that there's a psychic relief to it all too and that seems to free up even more space for me to concentrate on why I started this whole thing in the first place: my business!

Keep in mind, you can do this any day of the week. It doesn’t have to be Monday. Go forth and organize!