Rescue your admin from the chaos
Whether it’s a backlog, a messy inbox or a move to new software, I get your admin in order and keep it there.
What you get: Your contacts, files, figures and inbox in order. With records you can trust, step-by-step guides, and dedicated training for your team, you’ll be able to maintain the optimal workflow and prevent another backlog build-up.
The result is more clarity for you and less hunting for your team.
How you know your process is in chaos
- Between the 4 spreadsheets, 2 task management boards and individual work chats, frustration builds when you can’t tell which figures are the most up to date.
- A heavy weight settles in each time another task lands on the pile, and there’s still no date for when, or if, a new hire will start.
- Your stomach drops when something can’t be found, even though you know it’s in there somewhere.
- You’re anxious about moving to new software, because your information might only partly make it across, or land somewhere you didn’t want it.
- A quiet dread about the backlog you’ve stopped looking at stalks your every day, but it’s gotten too big to even know where to start.
How I turn chaos into order
- We talk. You tell me what’s frustrating you, and we find out together whether I can help. The first conversation is free.
- I gather and organise. I bring your scattered contacts, figures, files and records into one easy-to-find place and sort out any differences between versions. This makes it easier to find and update the important things that make your business run. Organising your inbox and setting up automations to bring the most important emails to your attention is also offered during this stage.
- I map the workflow. I follow your information from where it comes in to where it ends up, mapping every step along the way. That shows where things get stuck and what any new processes would need to do for your team. If you’re moving to new software, I handle the migration so it’s ready for your team to use.
- I set up the SOPs. Standard Operating Procedures (SOPs) are essential to keeping the backlog from growing and the chaos from amplifying. These step-by-step procedures act as a cheat-sheet for keeping you organised long after our contract ends.
- We settle it in together. We work through everything together until you’re confident. Guides help train new and existing team members on the SOPs, and refresh anyone returning from time away. After that, how involved I stay is up to you. We can end the contract at handover, start a new contract, or you can opt to keep me on retainer* for a set number of hours.
*Retainer hours are limited and based on availability.
What order looks like
- Daily admin no longer piles up, and an organised inbox flags what’s important and filters out the spam.
- The numbers you need are always where they should be, with no repeated information and no second-guessing the latest status.
- Simple step-by-step SOPs you and your team can follow to keep your backlog clear without slowing down.
- Your records are already moved into your new software, placed where you want them, as far back as you like.
- For sole traders, tools that keep your admin on track without eating into your precious sales or production time.
- Regular tidy-up sessions, if you choose retainer hours.
FAQs
How long does it usually take?
Organising and moving your information usually takes between one and six weeks, depending on how much there is and whether we’re setting up automations along the way. A full admin rescue takes between one and six months, depending on how much chaos I walk into.
What kinds of information can you organise and move?
Customer and supplier records, staff records, product and stock lists, documents, emails and financial records. Highly sensitive and strictly regulated information is also well within my expertise.
Can you move everything into my new system?
Yes. If you’re changing software but can’t put your daily work on hold to move everything across, I do it for you, so you start in a system that’s already up to date. It goes where you want it, with the history you want to keep, not only the last few months.
Do I have to use AI to sort my inbox?
No. AI can make more nuanced decisions about what’s important, so it’s there if you want it. That said, I can sort your inbox without it. I’d just use automations that don’t depend on AI.
Who puts the new workflows in place?
That’s up to you. I suggest ways to keep things from sliding back into chaos, and if you’d like to go ahead, I train your team on them. The focus of Admin Rescue is to get you out from under the pile of admin and give you a fresh start. If you’d like the systems and workflows redesigned completely, you’ll want to look into my Systems Optimisation & Support page.
What happens after the rescue?
When the rescue is done, you’re not left guessing. Everything is documented, so you’ll always know how it works. If I’ve been covering until a new hire starts, I train them until they’re confident before heading off. If you’d like me to stay on, I offer limited retainer hours when I have availability, or we can agree a new contract for a set time.
How do retainer hours work?
Retainer hours are a set amount of time I keep aside to come back and tidy things up. They depend on my availability, so we agree together how much time I can commit and over what period. If I’m fully booked, I’ll tell you upfront, and your team will have the SOPs and guides to keep things in order.
I’m Jess, a Workflow Specialist based in Wexford. I know how it feels when the systems you rely on get in the way. With a Masters in Cognitive Neuroscience behind me, I design systems around the way people think and work, because the fastest system is a familiar one.
More about me >>
Systems Optimisation & Support
Get your systems running smoothly, without the tech overwhelm
Partner Program – Coming Jan 2027
I train your team on new software, and your customers on yours.
If you’re interested in this service before the official launch please email info@jmcrocker.com
Ready to calm the chaos? Let’s Talk.
The first conversation is free. Tell me what’s not working and I’ll tell you honestly what I think, including if someone else would be a better fit.