Because you didn’t start a charity to spend your life chasing paperwork…

Let’s be honest, admin is rarely anyone’s favourite job. But strong systems aren’t just about being tidy, they’re your secret weapon for saving time, staying compliant, and showing funders you’ve got your act together.

Here’s how to get your admin working for you, not against you.

1. File It Like You Mean It

No more “it’s somewhere in my inbox” moments. A clear, consistent filing system (digital or physical) will save your future self hours of searching.

✅ Create folders by year → project → document type
✅ Use clear names (e.g. 2024_YouthProject_GrantReport.pdf – not finalfinalFINALreport.docx)
✅ Back everything up—yes, even that random Zoom attendance list

💡 Pro tip: Use cloud storage (like Google Drive or Dropbox) and give access to key team members—no more “I can’t open that attachment” drama.

2. Automate What You Can

Admin doesn’t have to mean manual. Some of the best time-savers are:

• Scheduling tools like Calendly (no more back-and-forth emails)

• Form builders like Jotform or Google Forms (collect info without the faff)

• Accounting software like Xero or QuickBooks (because Excel is not a personality)

Automate once, relax forever.

3. Standardise Everything

Templates are your best friend. Set up:

• Standard email responses (for volunteer enquiries, partnership requests, etc.)

• Branded letterheads for funding applications

• A ready-made budget spreadsheet with formulas in place

Every time you reuse a template instead of starting from scratch, an angel gets their wings. Or at least, you get five minutes back.

4. Keep a Comms Log

Funders love a paper trail. So do you—when someone comes back 6 months later asking why something happened.

Keep a simple log of:

• Meetings or phone calls

• Key decisions made

• Emails or correspondence with partners/funders

📌 You don’t need a novel—just who, what, when, and any agreed next steps.

5. Calendar Everything

Deadlines, meetings, funding opportunities, policy review dates—if it’s not in the calendar, it doesn’t exist.

Use:

• A shared Google Calendar or Outlook

• Colour-coding for types of tasks (e.g. finance, HR, project delivery)

• Recurring reminders for things like submitting reports or renewing insurance

💥 Bonus tip: Block time for admin each week—it’s easier than fighting fires later.

Let Systems Do the Heavy Lifting

Good admin isn’t about being ‘perfect’—it’s about making space for what matters. The better your systems, the less time you’ll waste… and the more time you’ll have to do the work you actually care about.

Need help setting up systems that don’t suck the soul out of you?
👉 Book a 1:1 session at savvyhelpersltd.com
👉 Or join the UK Charities and CICs Support group on Facebook

Because no one starts a social enterprise to become a full-time admin robot. Let’s build systems that give you your time—and your sanity—back.