Time for those last 5 skills to needed to smash your admin!
6. Spend Time Filing
You’ve heard of the expression ‘a stitch in time saves nine’? This expression may be clichéd but it’s so true!
A little bit of time now spent on developing a sensible and straightforward method for your filing the easier you will be able to lay your hands on exactly what you need in the future!
Remember, nowadays this doesn’t just apply to that enormous grey monster of a filing cabinet lovingly rescued from a skip and now stuffed in the corner of your office. This also applies to your computer filing system!
So, clear that cluttered desktop! Create that series of files in a logical way so that not only you can find everything you want but be prepared for when your arts business expands to include new staff members. You don’t want to have to spend the first few weeks explaining the ins and outs of your computer filing which only you and your crazy brain understand!
7. An Understanding of Social Media
I know I have a habit of repeating this, but social media is taking over the world! It is becoming increasingly more integral to the running of businesses everywhere! It is therefore important that everyone in your company knows how to use it.
The good news here is that over half of being good at Social Media Marketing relies on having excellent administration ability including the facility to schedule.
Remember without your admin team (be it an actual team or be it just you) all the things we achieve in the exciting world of the creative industries wouldn’t be possible. You could even post about them on Social Media! They might be filtering through what appears to be the mundane but it makes the magic happen!
8. Time Saving with Customer Service
I find often that email can be one of the biggest time drainers. On occasion I have sat down in the morning to view my email accounts and quite often, before I know it, it’s midday and feel like I have achieved nothing because all I have done is sit and reply to messages! So here is my advice:
If you have to email provide the customer with everything they could possibly need and then some extra stuff just in case. So much time is wasted on toing and froing in emails. If your business has been around for a while then chances are you have already equated a list of F.A.Qs (Frequently Asked Questions). This is like the administrators’ bible: the copy and paste email dream. It makes responses easy to find and, if properly produced, looks as though it is a completely personalised response! Save hours of your time from a cheeky bit of admin at the beginning creating an FAQ database.
If you still find a lot of email back and forth just pick up the phone and ring! It is generally more effective than the constant and relentless email mountain! It also means you’re less likely to misinterpret information. Always remember emails are devoid of emotion. That means that people inflict whatever feeling they want on them which can lead to a whole host of problems that simply wouldn’t have happened if you picked up the phone.
9. Graphic Design
People in Arts Organisations often spend an obscene amount of money on outsourcing their graphic design. Often enough there are employees in the office who are not only more than capable of designing your print and online content but also know the ethos of the business far better than any external designer will.
This will also help to keep all your content consistent with your company brand. Bare minimum if you are an outsourcer make sure that you keep a branding document so that the designer can get it spot on first time without having to ask too many questions.
If you are looking for administration work, having some photoshop skills under your belt will help you to stand out from the crowd. If you find photoshop tricky then there are loads of cheaper alternatives out there nowadays! Give Canva a try or stay old school with Microsoft Publisher, just make sure you know the basics.
10. Organisation, organisation, organisation
This links into all of the skills I have mentioned but basically, without some top notch organisational ability the whole of you admin system is almost certainly doomed to fail! So get on top of it by getting organised.
And there you have it! Now, away you go off into the world of administration and smash it!