The free 15-minute admin audit
Find one recurring task worth examining. No call, account or email address needed. This worksheet helps you choose a task; it does not prove automation is safe or worthwhile.
Minutes 0 to 4: list the work
List up to five tasks from last week: copying enquiries, chasing documents, preparing reports or moving a video through approval.
| Task | Repeats/week | Hands-on minutes each | Hours/week |
|---|---|---|---|
| __________________ | ____ | ____ | ____ |
| __________________ | ____ | ____ | ____ |
| __________________ | ____ | ____ | ____ |
| __________________ | ____ | ____ | ____ |
| __________________ | ____ | ____ | ____ |
Hours/week = repeats × minutes ÷ 60. Label figures “measured” or “estimate”. Exclude waiting time and avoid counting the same work twice.
Minutes 4 to 9: score each task
Give one point per yes. An unknown scores zero for now.
| Check | Yes: 1 | No/unknown: 0 |
|---|---|---|
| The steps usually follow clear rules. | ☐ | ☐ |
| Inputs are digital and you may use them. | ☐ | ☐ |
| You can check results and send exceptions to a person. | ☐ | ☐ |
3 points: consider a small, reviewed test. 2: resolve the gap first. 0 or 1: simplify or document the process.
Tell me about the task you found.
A high score is not permission to automate. If mistakes could expose personal information, move money or make consequential decisions, keep human control and seek appropriate advice.
Minutes 9 to 13: try one example on paper
Pick a high-scoring task that takes meaningful time. Describe a normal case and an exception using dummy information.
Fictional example: Updating an enquiry log happens five times weekly at an estimated 30 minutes each: 150 minutes, or 2.5 hours/week. Clear rules, permitted digital inputs and a human check give a score of 3.
Test preparing a draft CRM record from a dummy enquiry. Missing contact details should send it for review. Check both outcomes before touching real records. The 2.5 hours is workload, not promised savings; checking and maintenance still take time.
Minutes 13 to 15: choose the next step
“When [trigger], I spend [hours/week] doing [task] in [tools]. I want [observable result]. [Role] checks the output; [role] approves changes.”
Next: ☐ Measure time ☐ Clarify rules ☐ Check access ☐ Try a small test