How much time do most schools and clubs spend on admin?

The short answer is too much. The long answer?

According to our recent 2024 client survey, we found that school and club staff often spend upwards of 8,536 hours a year on admin - this includes staff who don’t work directly in admin roles. Additionally, our club owners, managers, and school heads reported spending about 1,224 hours a year on administrative tasks alone. It’s also noteworthy that most schools and clubs employ around five staff members dedicated to admin tasks!

In the UK, a staggering 65% of primary school teachers and 78% of secondary school teachers believe that general administrative work is the non-teaching task they spend too much time on, as reported by Educator Magazine.

What types of admin take up time in schools and clubs?

Here’s a quick run through of some, but by no means all, the admin that schools and clubs run into often:

• Communication overload: School offices field countless calls, emails, and visits each week from parents, students, and staff. Common inquiries often revolve around holiday closures, field trip fees, or club details. This overload can quickly become unmanageable.
• Report generation: Generating individual, class, or year-group reports—especially in larger schools—can be incredibly time-consuming without automation. Traditional methods often lead to backlogs and delays.
• Data management needs: Schools require instant access to various data, including attendance, medical information, and class schedules. In a fast-paced environment, waiting for information can hinder effective management.
• Paper-based admissions: The reliance on traditional admissions processes with bulky forms creates annual administrative burdens, particularly challenging when new starters join mid-year.
• Manual invoicing: Processing invoices manually takes time, from creation to tracking payments, which can lead to errors and further delays.

Resonate with the above? Want more freedom for you or your staff to reinvest efforts into better childcare and scaling up? Book a demo for tailored advice on reducing admin time.

Proven tips to reduce admin time in schools and clubs

As promised, here’s a collection of admin time-saving tips that you can implement as soon as today to help reduce your admin time:

• Proactive communication: Sending targeted SMS or emails can reduce inquiries by up to 50%. Spending just thirty minutes weekly on brief updates can replace lengthy newsletters. For example, sending reminders about late payments or outstanding balances eliminates the need for constant follow-ups.
• Streamlined reports: Leverage your school management system (SMS) to automatically generate and share reports with parents instantly, reducing the workload on your admin staff.
• Centralised data access: Adopting a single, cloud-based location for all your data ensures 24/7 access, which is essential in emergencies, such as contact tracing.
• Digital admissions forms: Online forms that connect directly to your Management Information System (MIS) save data entry time and streamline admissions processes, making them more efficient.
• Automated invoicing: Implementing automated invoicing allows for quick generation of invoices, tracking of payments, and issuing of receipts, cutting invoicing time by 50%.
• Time management and task prioritisation: Keep your calendar up to date and prioritise tasks based on urgency and importance. Identifying repetitive tasks that can be automated, like email filters and autoresponders, can save considerable time.
• Delegate wisely: Understand the strengths and abilities of your team members. Assign tasks that align with their skills and interests to increase efficiency and productivity.

To implement most of these tips, you’ll need a comprehensive, easy and intuitive software system. Luckily, that’s where we come in. As a leading school and club booking system, MagicBooking provides all of the above and much more. To learn about ALL our amazing features and how we can help you personally, book a demo or request info.

Digital tools to minimise admin time for club managers, headmasters and staff

The number one admin hack is simple: if you’re not already, go digital. This means getting all of your information accessible on your phone, tablet, and laptop. Unfortunately, paperwork has its limits and can only take your school or club so far. Going digital is the first step towards club and school admin automation.

The advantages of going digital

Firstly, say hello to information readily available at your command, and say goodbye to frantic searches through folders and filing cabinets for important information. Now, you can search for information on any device and have it come to you. Instantly, you’re able to be quicker and more organised.

Beyond this, there are numerous advantages to adopting a digital approach:

• Improved accessibility: Access important documents and data from anywhere, anytime.
• Enhanced collaboration: Share information easily among staff and stakeholders.
• Increased efficiency: Streamlined processes save time and reduce errors.

School Management Systems (SMS)

Automate report generation, manage student data, and create parent portals to reduce office inquiries. These systems centralise operations, making it easier for everyone involved.

Communication platforms

Use tools that facilitate targeted SMS or emails, making proactive outreach much easier. Streamlined communication can drastically improve responsiveness. Check out our previous blog on efficient customer communication for further advice.

Cloud-based data systems

Ensure 24/7 access to essential school data via a reliable cloud system, allowing for greater flexibility and security.

MIS-linked admission forms

Replace cumbersome manual forms with digital forms that feed data directly into your MIS, significantly minimising data entry and errors.

Paperless registers

Go paperless to save time and reduce environmental impact. Analysis of attendance and performance data can be done efficiently without manual tracking.

Want to hear a fun fact? MagicBooking provides all of the above and much more! Plus, we ensure that all your booking software, admin, and payment management is Ofsted and GDPR compliant so you don’t have to. If you’re ready to make your life easier and start saving time and money whilst scaling up, book a one-to-one demo!

Automate club and school admin: Workflows that simplify repetitive tasks

For tasks that pop up often, why not implement workflows that reduce as many steps as possible? Here are some ideas to increase club and school admin efficiency:

• Scheduled communications:: Set up weekly SMS or email updates to proactively handle recurring inquiries. This keeps parents informed and reduces the number of repetitive questions you receive.
• Automated report generation: Utilise your SMS for batch report production, cutting down on repetitive printing and filing tasks. This frees up valuable staff time for more critical activities.
• Paperless admissions workflow: Digitise admissions with MIS-linked forms, making data input seamless and eliminating the need for cumbersome paper forms.
• Automated invoice workflow: Implement an automated invoicing system for instant generation and payment tracking. This can save you half the time compared to manual processing.
• Saved child accounts: Maintain saved information in children’s accounts, making it readily accessible when a child is added to a class, school club, breakfast club or holiday club etc. This includes SEND requirements, allergies, and other needs, streamlining your administrative processes.
• Systemised discounts: Establish set discounts for specific groups, such as income brackets, siblings or bulk school club bookings. This can be easily implemented within your system, making payment processing smoother and more efficient.

Oh, and guess what? MagicBooking supports ALL of these workflows and more. So, if you fancy getting started right away, just reach out to book a demo or request info. We’re here to walk you through the process and answer any questions you might have.

How can MagicBooking support your school management & club management?

Admin is an unavoidable reality for all schools and clubs - from registration to daily management. However, the amount of time it takes and the impact on productivity and overall satisfaction IS optional. By implementing these tips, tools, and workflows, you can experience instant improvements in your admin efficiency. Although, it might be hard to implement everything recommended without an easy childcare online booking system that is tailored for schools and clubs.