Gaining efficiency in administration

Do you work in the administration department? If you’ve made it this far, we’re guessing you do. If that’s the case, let us ask you a question: how many times have you wondered how you could do more with the hours you already have and, in this way, become more efficient in administration?

The reality is that, in 2025, administration departments are facing one of their biggest challenges: managing more tasks and responsibilities than ever before, protecting data, and all with fewer resources—or, at best, the same resources—as they had before. To back up this statement, PwC conducted a survey in 2024 of more than 56,000 workers in over 50 countries and territories, which yielded significant evidence: 45% of workers reported experiencing a significant increase in their workload in the last year, while almost two out of three (62%) said that the pace of change at work had also increased.

That’s why efficiency is no longer a competitive advantage, but an important necessity. In today’s article, we share four key tips for gaining efficiency in administration and moving towards a more agile model.

4 Tips for Gaining Efficiency in Administration

Although there is no magic formula, there are best practices that can make a difference. Here are four tips that can help you optimize your day-to-day operations:

Technology as a business tool

One of the best ways to improve administrative efficiency is through technology. In this department, technology has countless applications, as there are tools for every task to be performed. For example, they can be used to automate repetitive workflows, but also to centralize all information in the cloud, save time in onboarding processes, or schedule automatic notifications and reminders.

Relying on technology will make the work system much more efficient. And the best thing is that it can be applied in any business department: talent management tools in HR, analytical tools in marketing, or financial management tools in the accounting department.

Set clear and measurable goals

The administration department is the heart of any company, and many other areas depend on it. With so many fronts to tackle, it is possible to lose focus and leave tasks aside, simply due to operational incapacity. Because, if you take on too much, you will achieve little. But of course, there is an easy solution. One tactic is to plan your day ahead realistically, group similar tasks together, and work in blocks.

It is also important to keep track of completed and pending tasks through regular reviews, constant updates, or even digital tools. By following these tips, you will not only gain greater efficiency, but you will also avoid unnecessary frustration.

Determined and established processes

As we have indicated above, workflows are an essential part of administration. Unfortunately, however, many are often designed with inefficiencies or steps that are certainly dispensable and hinder daily operations. In short, it is very likely that a slow and even obsolete system has been implemented.

Redesigning processes involves rethinking how they are structured within the organization: carefully analyzing the pros and cons, identifying which steps may be errors and why, proposing improvements, knowing who is involved, and understanding the tools being used.

Assertive communication

The basis of any relationship, including work relationships, is communication. In work environments, it is essential for creating a healthy and productive work climate. But not just any form of communication will do; it must be assertive.

Assertiveness is a middle ground between aggressiveness, which involves defending our interests or perspective without taking others into account, and passivity, which leads us to continually give in to others. Assertiveness is the ability to express ideas, opinions, and needs from a respectful position, without being aggressive or disrespectful. It means defending your rights and your point of view without losing your way.

Although some people may be naturally assertive, for others it can be quite challenging due to various factors: their personality, their values, their environment, etc. However, even if a person does not have this trait naturally, they can try to develop it by following a series of tips:

• Know your rights and needs. What do you want? What do you need? The first thing to do is answer these questions. Know your labor rights (including the right to a respectful and fair work environment) and make sure you defend them as you should.
• Learn to strengthen your position and say “no.” Being a good employee does not mean accepting all the tasks assigned to you or staying beyond your working hours; it does not mean accepting everything. Know your position, trust yourself, and communicate assertively.
• Listen actively to others. To be assertive, it is essential to understand the perspectives of all parties involved. This means paying attention, asking questions, showing interest in what others have to say, and, above all, putting yourself in the other person’s shoes to understand why they think the way they do.
• Stay calm in stressful or tense situations. We are human, and it is completely normal to act in a certain way when faced with situations that make us uncomfortable (stress, tension, anger, etc.). But that is not the way to go. In these situations, take a deep breath before acting and think about what is best, both for you professionally and for your relationship with the other person.

Gaining efficiency in administration is a matter of focus

Establishing well-defined processes, clear goals, assertive communication, and, of course, the right technology can be a turning point for your department. It’s not about doing more work, but about working better.

Big changes start with small steps, and every second saved on a repetitive task can be invested in tasks that really add value. Are you ready to take that first step toward more efficient administration? At Viafirma, we have been helping administrative departments transform their operations with digital solutions, automation, and document management for years. Contact us and discover how we can help you gain efficiency in administration.