Digital Transformation of Administrative Functions: What to Automate First

Why Admin Automation Matters Right Now

Admin work is what keeps every company going. No one notices it... until everything grinds to a halt without it.

And it’s bogging down productivity. According to a survey by Smartsheet, over 40% of workers reported spending at least 25 percent of their work week on manual, repetitive tasks. Emails, gathering data and data entry were the biggest time sucks.

That's a huge chunk of payroll going to copy and paste.

The good news? Companies are starting to get it. McKinsey reported 88% of organizations use AI in some capacity. The bad news...

Only 7% said AI was fully scaled across their company.

So most businesses have started. Very few have finished. That gap is your opportunity.

Compliance Filings Are The Low-Hanging Fruit

Consider forms that keep your business in good standing with regulatory agencies. The BOC-3 filing is one of the most critical forms for trucking companies. It designates a process agent in each state that a motor carrier or broker does business. FMCSA won’t activate your operating authority until they have a BOC-3 on file. Want your trucks to stay in the driveway? Miss this filing deadline. Many carriers avoid running around with FedEx envelopes these days and file their BOC-3 form electronically through FMCA Online Filings.

This is exactly how digital admin should be. Quick, precise and right first time.

The Simple Test For What To Automate First

Not every task deserves a robot. Some jobs still need a human touch.

So how do you pick? Run each task through three quick questions:

1. Does it happen often (daily or weekly)?
2. Does it follow the same rules every time?
3. Does a mistake cost you money or cause legal trouble?

Three "yes" answers? That task goes straight to the top of your list.

Pretty simple, right?

Conversely, let gut decisions be. Hiring employees, soothing a frazzled customer and pricing products require humans.

One more tip: Before you purchase anything map out the process. On paper, write down every step. If you can't explain how to do something, a tool will not be able to execute your steps either.

5x Admin Tasks To Automate First

They apply to nearly every business. Choose one or two and begin with those.

Data Entry

Data entry is the number one time thief in most offices.

Why do typos happen? Because humans enter the same information into three separate systems. The name gets typed into the CRM. Then typed into the invoicing tool. Then typed into the spreadsheet. Each repetition is an opportunity to make a typo.

Automate the movement of information from tool to tool. Capture it once, and let technology work automatically.

Invoicing And Payments

Late invoices mean late cash. And late cash hurts.

Automated billing ensures invoices go out when they should. It can also remind customers their bill is unpaid, freeing up team members from playing debt collector.

Less chasing = Faster payments.

Scheduling And Reminders

How many emails does it take to book one meeting? Usually way too many.

Calendar apps allow clients to schedule themselves at a convenient time. Set automated reminders to reduce missed appointments. It's one switch that saves you hours each month.

Compliance Deadlines And Renewals

This is the one most businesses forget... until it's too late.

Every business has deadlines. Trucking companies must maintain a BOC-3 filing on file and renew their MCS-150 form every two years. Other companies handle license renewals, tax deadlines and insurance documents.

Create electronic calendars with alerts set up on each due date. Keep important documents in one safe electronic folder.

Miss a deadline, and you can get fined or even shut down. Automation is inexpensive insurance.

Employee Onboarding

New employees bring stacks of paperwork. Contracts, tax forms, bank information and training waivers.

Research by Deloitte revealed HR professionals spend up to 57% of their time on administrative tasks. Time that could be used empowering individuals.

Electronic onboarding allows new employees to complete all their paperwork prior to their first day electronically. HR benefits from clean data. The new employee benefits from a stress-free beginning. Everyone wins.

How To Roll It Out Without The Headaches

This is exactly what most companies do wrong. They get enthusiastic and attempt to overhaul everything in one week.

Don't do that.

Start with one task. Run it for a month. Then track the results:

• Hours saved

• Errors reduced

• Money recovered

There's opportunity for great reward here. That Smartsheet research also found that 59% of employees think they could save six or more hours per week with automated repetitive tasks. Six hours equals an entire day's work!

Once the first task runs smoothly, move to the next one on your list.

Don't neglect your team members either. Demonstrate to them how each new tool will make their job easier. Humans embrace change that they understand. Make training brief, hands on, and relevant to actual tasks they perform daily.

Then rinse and repeat.

Putting It All Together

Digital transformation doesn’t have to be intimidating or costly. All it takes is a well-defined order of attack. To quickly recap:

• Use the three-question test to find your best targets

• Start with data entry, invoicing, scheduling, compliance and onboarding

• Keep critical forms like your BOC-3 filing on track with digital tools

• Roll out one task at a time and measure the results

Winning companies don't automate everything they can. They automate the right things first... then automate some more.

Frequently Asked Questions

What is a BOC-3 filing?

BOC-3 filing refers to a form which names a process agent in every state that a motor carrier, broker or freight forwarder conducts business. The FMCSA mandates it prior to activation of operating authority.

What admin tasks should a small business automate first?

Begin with jobs that occur frequently, follow defined steps and result in negative consequences if completed incorrectly. Data entry, billing, scheduling and compliance deadlines are typically best to start with.

Is admin automation expensive?

Rarely. Most appointment scheduling, invoicing and reminder programs have free or low-cost options. Implement as much as you can afford and track the savings. Scale up from there.