How to make your back office administration more efficient

  Published: 22nd February 2024

Who doesn’t want to be more organised, more efficient and more in control? Some recruiters are naturally organised whilst others have to work at it. But what is the secret to getting organised and, just as importantly, feeling organised at work?

Admin and back office systems are crucial to the efficiency and overall performance of any recruitment business. We all know and understand this, but it can easily be overlooked when things are busy, and clients and candidates are placing demands on your time.

From invoicing clients to running payroll accurately and on time, these are just some examples of the back office tasks that throw a spanner in the works when they don’t run as they should. So, what practical steps can you take to make your back office administration more efficient and keep all those plates spinning? 

Systems and processes 

When was the last time you reviewed your systems and processes? Are they still working for you?

One thing we see a lot with growing recruitment businesses is that they’ve outgrown the systems they put in place in their early stages. They may have started small with spreadsheets and their own in-house systems but processes that worked in a start-up with one or two recruiters start to struggle as volume increases in a growing business.

Changes to rules and legislation can also mean that what worked last year, or the year before, might be inadequate now. Reviewing your systems regularly is a good idea to ensure they are fit for purpose and meet the needs of the business as it scales.


New members of a team might have different ways of working. Look at what works best and put systems in place to make sure everyone is using the same approach and following the same processes. Even in a small business, it makes sense to do this to ensure things stay on track during busy periods or as the business grows.

This is particularly important when it comes to managing clients and candidate data in a recruitment agency. Whether it is through a specialist ATS (Applicant Tracking System) or CRM (Customer Relationship Management) system, it is key that everyone uses the same approach and maintains their records. This way you can be confident that reports are accurate and up to date. This way information can always be found even in the absence of a member of the team.


Outsourcing to the right external partner can be a perfect solution to making your back office administration more effective and efficient.

We know and understand that recruiters want to be focused on generating new business as well as dealing with existing clients and candidates. Administration must be done to keep the business flowing but ask yourself, does it have to be done in-house? Which aspects can you outsource?

The cost of outsourcing is often offset by the gain in time and efficiency. It should be viewed as an investment rather than a cost. It can also mean saving on the expense of in-house software and additional staffing costs.

Outsourcing admin tasks can also have the unexpected benefit of improving morale as team members feel they have fewer distractions. They are able to focus more on what they do best and the areas of their work where they add the most value and gain the most job satisfaction.

Zodeq 360 offers a range of back office administrative support to help make running your business efficient and to give you peace of mind regarding compliance and financial regulations. Get in touch to find out more about our services and how they could work for your business.