Automate Admin
Let’s be honest: admin is no one’s idea of a good time.
(Unless you’re me – but even I prefer doing it smartly.)
What if you could automate some of it?
You don’t need a 17-tab dashboard or a degree in Zapier to save time on admin. You just need the right tools and maybe a cheeky VA shortcut or two.
Here are five free tools I actually use every week to help clients (and myself) automate admin to get more done with less faff.
⏱️ 1. Clockify – Time Tracking Without the Headache
If you’ve ever wondered, “Where did that day go?”, Clockify will tell you.
Whether you’re billing clients or just trying to spot your biggest time drains, this tool’s a gem.
🆓 Free forever plan
🧭 Track by task, client, or project
🧼 Simple interface that doesn’t make your brain hurt
VA Tip: Run it in the background for a few days. You’ll quickly see what’s eating your week and where to claw back time.
✨ 2. Zapier – Automate Boring Admin Without Lifting a Finger
Zapier is like having a digital assistant for your digital assistant.
It connects your apps to automate small but repetitive tasks:
🧲 New lead? Auto-send to your CRM
📅 New booking in Calendly? Auto-email a welcome pack
📝 Google Form response? Auto-add it to your to-do list
All this without you doing a thing (ok it takes a bit of faff to set-up but worth it) and yes, the free version handles more than you’d think.
🧾 3. Notion – Project Management That Doesn’t Feel Corporate
Notion is your flexible digital workspace.
Less ‘grey suit and spreadsheets’, more ‘custom dashboard and pastel vibes’.
Use it to:
📋 Plan launches and track to-dos
🗂️ Store SOPs, scripts, and resources
👯 Collaborate with your VA (👋)
I use Notion for everything from client content calendars to my own brain dumps. It’s the command centre I never knew I needed. Works online or as an app via Microsoft store.
🧹 4. Clean Email – Inbox Sanity, Finally
Overwhelmed by your inbox? Join the club.
Clean Email helps you clean up without deleting the important stuff.
It’s the email spring clean you keep putting off — done in minutes.
Great for busy business owners drowning in unread newsletters and weird sales pitches.
🤖 5. ChatGPT – For Admin That Writes Itself
Admin writing getting repetitive? Let ChatGPT help.
You can use it to:
💰 Draft polite payment reminders
🔁 Write follow-up emails
🙅 Say a professional “no thanks” to that questionable collab
I use it for everything from quick admin replies to brainstorming blog ideas (like this one). Just add your tone, check it over, and you’re good to go.
💬 Final Thought: These Tools Are Free — But Your Time is Priceless
Admin automation isn’t about being fancy.
It’s about creating more space in your week for work that actually grows your business — or lets you take a real lunch break.
Still unsure where to start or which tool suits your setup? That’s where I come in.
I offer straightforward virtual assistant support and tool setup for small business owners who want to work smarter — not sweatier.
📩 Ready to automate the admin and reclaim your time?
Contact me and I’ll help you pick the right tools — and actually use them.