For a successful internal admin system, you require more than just technical skills. We have 6 tips for setting up a successful internal admin system below for those more non-technical duties that makes the system work smoothly. Administrative procedures are a vital component of any efficient office. They are an extremely valuable recourse to create for you and your business. Administrative duties play a key part in holding a business together and lots of organisations would fall apart without them. These easy steps can make your company’s internal admin a breeze. We would recommend that you implement them today.
Creditors - First tip for setting up a successful internal admin system
Create for yourself a creditor check sheet with a list of all the creditors. Add two tick boxes on the side
Tick box one “Statement Received”
Tick box two “Invoices”
You want to always ensure that you keep individual folders for your creditors and file the invoices, credit notes etc in there.
Once you have received your statement you tick your box “statement received”
Then you go through your statement and your creditor folder to ensure you have all the documentation to support the statement. (request documentation should you not have it in your folder).
Once you have all documentation for the statement you can tick box two “Invoices”
Already to process your creditor on the system.
Debtors - Second tip for setting up a successful internal admin system
Do daily Invoicing.
Never leave the office with Invoicing still due.
Keep your Debtors Age Analysis up to date.
Keep notes on your debtors follow ups.
Never let a Debtor fall into 60 days due, no matter what the reason.
If your debtors are up to date, it will make your month-end go smooth. We all know the terror of month-end and getting statements out on time. Having your debtors up to date will minimize the window for errors or statements going out late.
File your debtor invoices in a separate file under invoice number to make it easier to find an invoice again for future reference.
Filing - Third tip for setting up a successful internal admin system
Always ensure your filing is up to date.
Do your filing daily.
Your filing system must make sense to you and not someone else.
Ensure you have all documents available for your filing.
Attach all supporting documents. Ensure to file POD’s (if applicable) invoices and ensure that they do not get lost. Lost POD’s can cause losses for your business.
Do not let your filing fall behind, admin is the backbone of your business and filing your documentation will make processes like audits easier to conduct.
Housekeeping - Forth tip for setting up a successful internal admin system
Create a system to do follow up on quotes and paperwork outstanding.
Keep your office neat and tidy.
Have your work ready for the next morning.
Don’t leave open quotations on your system if they were not successful, no one wants to admit that they didn’t make the sale, but that’s part of business. Clean out the unnecessary clutter and focus on future business.
Follow up on emails and ensure that you didn’t miss any correspondence from your team, customers or suppliers.
These exercises may sound like a waste of time, but a year from now you won’t sit with loads of unnecessary paperwork or documents on your system.
time management - Fifth tip for setting up a successful internal admin system
Create a daily/weekly/monthly schedule to ensure tasks are completed thoroughly and correctly.
This tip may also seem like an obvious one, but we cannot express the importance to set time schedules to get to all your duties. This will also ensure that your month-ends goes without a hitch as everything will already have been plan for and done.
Having an easy month end will also give you a head start on the new month to come.
Deadlines - sixth tip for setting up a successful internal admin system
Whatever deadlines you have internally, ensure that your task is completed with enough time to scrutinize your work thoroughly. Being on top of your deadlines helps your work ethic and confidence to always give your best.
So that’s wraps up our 6 tips for setting up a successful internal admin system.