So you stop drowning in admin

If you’re spending more time knee-deep in inboxes, invoices, and “where’s-that-file?” chaos than actually growing your business, let us reassure you: you’re not alone. At this rate, your job title might as well be Chief Everything Officer. The good news? There’s a fix for that—and it starts with 5 systems your Online Business Manager can set up to save your time, sanity, and possibly your Sundays.

Dun, dun, derrrr: enter your OBM—Online Business Manager (AKA us at Clear Coast Solutions).

Equal parts strategic brain and organisational wizard, an OBM is here to sort the back end of your business so you can get back to doing the bits you actually enjoy.

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1. Client on-boarding system

First impressions count. So if your current on-boarding process involves a slapdash email and a crossed-fingers approach to invoicing, we can directly tell you: it’s time for an upgrade.

Your OBM can whip up a seamless, repeatable client experience that includes:

• Welcome emails or digital welcome packs
• Automated contracts and invoices (no more chasing payments)
• Intake forms and a snazzy scheduling setup
• Task management boards in tools like Asana, ClickUp or Trello

With systems like those, clients feel instantly looked after and loved. As of you: you’re not stuck in admin limbo. Win-win situation!

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2. Content planning & publishing workflow

Creating content without a plan is like going shopping without a list: chaotic, frustrating, and usually ends with biscuits instead of blog posts.

An OBM can help you:

• Map out a proper content calendar (goodbye, “winging it”)
• Build templates for blogs, newsletters, and socials
• Delegate bits to writers, designers, or your trusty VA (AKA Clear Coast Solutions too)
• Automate scheduling with the right tools

The result? Consistent content that actually gets out the door without you shouting “Is it Thursday already?!” every week.

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3. Lead management & sales tracking

If your lead follow-up strategy is “hope they email again,” we need to talk!

Your OBM can set up a system to:

• Capture, tag and categorise leads
• Automate follow-ups and reminders (because ghosting goes both ways)
• Track conversations, proposals, and conversions
• Give you no-nonsense reports so you know what’s working

It’s like upgrading from post-it notes to an actual sales strategy.

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4. Team communication & task management

If your team is asking where things are more often than doing the things—it’s time to centralise.

Your OBM can streamline all that back-and-forth by setting up:

• Clear roles and responsibilities
• Weekly planning boards or dashboards
• Easy-to-follow SOPs (so you’re not answering the same question five times)
• Proper team comms in Slack, Teams, Google Chat or wherever your crew hangs out

You’ll go from being the human helpdesk to the visionary leader you actually want to be,

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5. Recurring Admin & Reporting Systems

Some admin tasks pop up so reliably they deserve a calendar invite of their own. Invoicing. Payroll. Reports. The stuff you forget until it’s suddenly due.

Your OBM can:

• Document and automate repeat tasks
• Set reminders for everything from receipts to revenue
• Build dashboards to track KPIs, cash flow, or any other acronym you love

The best part? Your business keeps ticking—even if you take a proper weekend off (or dare we say it, a holiday).eak.

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And more?

These are just 5 examples of systems your Online Business Manager can set up. But honestly? We’re wizards when it comes to automation, organisation, and getting things done. The sky’s the limit when it comes to making your life easier.

Ready to step out of the admin abyss?

Hiring an OBM isn’t just about delegation—it’s about building a business that runs without constant firefighting. With the right systems in place, you’ll gain back time, head space, and confidence. And possibly your will to live

Want to talk about what systems your business actually needs? Let’s connect.