Valentina Akpan: Founder of Rellatech, providing administrative and operations support to executives, founders, business owners and teams. Her background combines technical support, customer success, administration and operations.
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If recurring administration keeps pushing other work into the evening, start by recording what is taking your attention. The useful number is the time your own business spends on the work, not a universal promise of hours saved.
Record a representative week
For each recurring responsibility, note the task, time spent, frequency, tools and people involved. Include follow-ups, corrections and coordination as well as the main task. Track active working time separately from waiting time. Do not count the same interruption in several categories and add it up as separate work.
Look for repeated patterns
Group the work into communication, scheduling, records, reporting and coordination. Ask which tasks repeat, which require your judgement and which have become difficult because ownership or instructions are unclear.
Choose a practical next step
Some work can be handed over with examples and clear approval rules. Other work needs a process clarified before delegation. A stable, repetitive step may be suitable for automation, while a judgement-heavy decision may need to stay with the responsible person. Start with a contained responsibility whose outcome you can review. My guide to what to hand over first covers how to pick that responsibility.
Measure what changes
Compare a similar period after the handover. Include the time you still spend answering questions, reviewing work and managing exceptions. Record completion quality and missed follow-ups alongside hours. That gives you a more useful picture of whether the arrangement is helping.
Need help managing the recurring work?
I support executives, founders, business owners and teams with administration and operations. Share the responsibilities you want to hand over and the deadlines involved, or read about administrative support.
Book a free callTell me what needs attention and which tools you use. I review inquiries personally and normally reply within one business day with the next step. Any detailed audit or implementation is scoped separately.
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