Start with one source of truth
Decide where the latest version lives for each admin area. Banking docs, customs templates, product data, and contract boilerplates should each have a single, named home. Link to these from tasks rather than attaching copies in email.
Define the roles, not the people
- Owner: accountable for outcomes and updates.
- Doer: executes the checklist and files results.
- Reviewer: light QA before submission or handoff.
People can hold multiple roles, but the roles do not change when staffing changes. That is how you avoid resets.
Use checklists for high-friction tasks
Bank payments
- Verify beneficiary against master vendor sheet.
- Confirm invoice references and PO link.
- Dual control: owner approval before release.
- Attach SWIFT/transfer slip to the PO thread.
Customs & shipping
- HS code confirmation with broker.
- Commercial invoice & packing list versioned.
- Incoterm + named place visible on docs.
- Arrival notice and duty estimate pre-approved.
Automate only the handoffs
Automation shines in reminders and status changes, not in replacing human judgment. Trigger a task when a PO is approved, notify finance when an inspection passes, and nudge the reviewer if a checklist step sits idle for more than two days.
Small KPIs that keep you honest
On-time tasks
Percentage of admin tasks finished before due date.
First-pass quality
Items that pass review without rework.
Cycle time
Days from task opened to closed.
Templates that de-stress the week
Weekly admin run
- Bank approvals & payment queue
- Receivables aging snapshot
- Customs & shipments status
- Open vendor tickets
Docs & evidence
- PO + invoice + payment proof bundle
- Inspection reports attached to POs
- Freight: B/L or AWB, release papers
- Contracts: signed PDF + summary
Quarterly tidy
- Archive closed threads & folders
- Refresh boilerplates & contacts
- Audit access to finance & legal docs
- Review KPIs and fix root causes
Tools: pick less, standardize more
One task system, one file system, one chat. Add a simple naming convention and you are already ahead of most teams. The best process is the one everyone can follow without a tutorial.
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