It’s time to drop the admin and focus on billable hours

by Jan 29, 2020Strategic Planning

Are you fully aware you should be focusing on billable hours, but are currently snowed under with admin? You may be surprised to know that you’re not the only one who struggles with this! One of the biggest problems professionals face, when it comes to increasing their billable hours, is they’re spending too much time on administrative tasks.

It’s one of the main issues recruiters and executives face – and it’s one that can really hinder your business growth, if you don’t get a handle on it, fast. But how exactly do you do that? 

If you want to stop getting snowed under with your admin and focus more on your billable hours, you need to understand it’s a two-fold process.

You are a professional and need to act like one

Initially that may sound a little harsh, but it’s the first process you need to address. Administrative tasks take you away from your core business activities. As your business grows, you need to reserve your time for those tasks you can bill to your clients. After all, that is what brings in your income. But if you’re prepared to spend your time on unbillable administrative tasks, you’re not being the responsible professional you need to be to grow your business.

And it isn’t just your time that needs to be under the microscope – how your team is using their time needs to be examined too. The efficiency of the time spent by all members of your team has a direct impact on those billable hours and the company’s revenue.

This is why you need to track the time and see what tasks are being done that can’t be billed to a client – it may surprise you to see where your time is going! But by tracking time you can also ascertain which clients tend to need more time for those non billable tasks – so you can factor this into your future proposals. 

[Want to know how bad time management is impacting on your life – read this article and this article on the 7 poor time management traits will show you what to watch out for! ).

It’s time to outsource your admin if you want to focus on billable hours

This is the second part of the process. Outsourcing makes sense as it covers those tasks that are necessary to the smooth running of your business, but cannot directly be billed out to specific clients. 

Outsourcing enables you to improve efficiency. The back office admin can be dedicated solely to a PA who specialises in streamlining the systems and processes within that area. The admin job will then take less time than they otherwise may have taken, because they’re not having to fit in around other commitments. A dedicated back office PC can also implement automation, so the tasks are completed quickly and efficiently.

But it’s not just time that’s saved. Outsourcing is cost effective – not only for you, but also for your business. You’re paying a PA only for the time needed on those tasks and you don’t have the cost implications of hiring another inhouse team member to take on the role.

And what outsourcing ultimately gives you is the time to focus on those tasks that can be added onto your billable hours. It’s about focusing where your strengths are and letting others carry out tasks that suit their strengths.

What services can you outsource to a PA?

With that being said, here’s some of the services we are currently providing to other executive search & recruitment small businesses. This may give you an idea of the tasks you can take of your workload and outsource, if you want to focus on your billable hours :

  • Online diary and email management.
  • Schedule and coordinate meetings, teleconferences, client/candidate interviews.
  • Arranging breakfast or lunch meetings and booking restaurants.
  • Business travel arrangements including flights, airport transfers, car hire, hotel accommodation.
  • Personal travel arrangements including sourcing locations and things to do when you arrive.
  • Business development initiatives, keeping track and following up.
  • PowerPoint presentations for pitches and proposals.
  • Creating standardised documentation.
  • Client liaison by telephone or email.
  • Preparation of confidential reports, progress reports.
  • Transcription of meeting notes and uploading onto your CRM.
  • Credit control chasing invoices to ensure you are paid on time.
  • Submitting your invoices in a timely manner.
  • Collating of expenses.
  • Minute taking.
  • Proofreading and editing.
  • Internet research.

If you’re fully aware you need to be focusing more on billable hours and less on the administrative tasks, it’s time you readdressed that balance. It’s one of the main issues executives and recruiters face, but it isn’t one that can’t be easily solved. By following the above two-fold process, you can stop losing time doing those tasks that aren’t billable and start focusing on those that are – something you know you need to do, if you want to improve your income and help your business grow.

When you’re ready to outsource your administrative tasks, why not get in touch and see how Elite PA Solutions can help you? We have extensive experience of helping executives and recruiters in this situation and we can swiftly help you redress the balance, so you can get focused and back on track with your billable hours. So get in touch and let’s talk about suitable solutions for you!