What Admin Work You Should Automate (Before Hiring Another Staff Member)

Hiring another admin staff member is a big commitment. Before you add to your payroll, it’s worth asking: could automation handle your growing admin workload for a fraction of the cost?

In this guide, we’ll break down which admin tasks are best suited for automation, how to calculate the real ROI, and how to get started—so you can make the smartest decision for your business.

Why Automate Before You Hire?

• Cost Savings: Automation tools are often 80-90% cheaper than a new hire.
• Scalability: Automations work 24/7 and scale instantly as your business grows.
• Accuracy: AI and automation reduce human error in repetitive tasks.
• Staff Satisfaction: Free your team from boring admin so they can focus on higher-value work.

Admin Tasks You Should Automate First

1. Client Onboarding & Data Entry
   Automate forms, document collection, and CRM updates. Example: New client fills out a web form, data is automatically added to your CRM, and a welcome email sequence is triggered.
2. Appointment Scheduling
   Use tools like Calendly or Microsoft Bookings to let clients book meetings without back-and-forth emails.
3. Invoice Generation & Payment Reminders
   Automatically generate invoices and send reminders using Xero, QuickBooks, or Stripe integrations.
4. Email Follow-ups & Reminders
   Set up automated follow-up sequences for leads, overdue tasks, or document requests.
5. Document Filing & Management
   Use automation to save, organize, and tag documents in Google Drive, Dropbox, or SharePoint.
6. Reporting & Dashboards
   Automatically generate weekly/monthly reports from your CRM, accounting, or project management tools.

Cost-Benefit Analysis: Automation vs. Hiring

ROI Example: If automation saves you 10 hours/week at $35/hr, that’s $18,200/year in value—often for less than 10% of the cost of a new hire.

Real-World Example

How to Decide: Automate or Hire?

1. Audit Your Admin Workload: List all repetitive admin tasks and estimate time spent on each.
2. Calculate the Cost: Compare the annual cost of automation tools vs. a new hire (including hidden costs).
3. Test Automation First: Pilot automation for 1-2 key workflows before making a hiring decision.
4. Get Staff Input: Ask your team which tasks they’d love to automate or eliminate.
5. Plan for Growth: Choose solutions that scale as your business grows.

Action Plan: Getting Started with Automation

1. Pick One Task: Start with the most time-consuming admin process.
2. Choose Your Tools: Research platforms like Zapier, Xero, Calendly, or industry-specific solutions.
3. Map the Workflow: Write out the steps and identify where automation fits.
4. Set Up & Test: Implement the automation and test with real data.
5. Measure Results: Track time saved, errors reduced, and staff feedback.
6. Expand Gradually: Once proven, automate additional tasks.

Common Mistakes to Avoid

• Trying to automate everything at once. Start small and build confidence.
• Ignoring staff input. Involve your team for better adoption and results.
• Not tracking ROI. Measure time and cost savings to justify further investment.
• Overcomplicating workflows. Keep automations simple and focused.

Next Steps

Ready to see if automation can save you from hiring another admin? Here’s what we recommend:

1. Book a free audit: We’ll review your admin workload and identify automation opportunities.
2. Get a custom plan: Receive a step-by-step roadmap and cost-benefit analysis.
3. Test risk-free: Pilot automation for 30 days before making a hiring decision.

Need expert help implementing these ideas? Visit our AI automation services.