Introduction: Why You’re Stuck Feeling Like an Employee, Not a CEO
If you’re feeling more like an employee in your own business – caught in admin, firefighting daily tasks, and never having time for strategic thinking – you’re not alone.
Many small business owners I work with feel stuck in “doer mode.” They’re running all the tasks, but struggling to step into the bigger-picture CEO role their business really needs from them.
The problem isn’t that you’re not working hard enough. It’s that the tasks that once belonged to you no longer do – and releasing them is what will create the space for growth, more income, and more ease.
Here are the four main reasons you might feel trapped in admin, and how to shift back into leadership.
Reason #1: Admin Tasks Keep You Anchored in the Wrong Role
Even the tiniest “it’ll just take me a minute” jobs keep you stuck in “doing” mode. They may feel harmless, but they quietly anchor you in the weeds of admin instead of the bigger work of leading.
There’s a familiarity to these tasks – especially if you’ve built your business from scratch. But if you’re spending most of your time ticking off admin, you can’t also be focusing on growth and impact.
Many of my clients ask me, “There’s all these things I have to do that my business. How can I do them, and the tasks that I want to do to grow?”
Here’s the truth: if you’re at capacity, you personally can’t do both. You’re not Hermione with a time-turner.
But… there’s real freedom in recognising that.
The problem isn’t that you’re not working hard enough, it’s that your systems / the way your business runs needs to shift.
I use the SALSA framework to do this with my clients. Look at:
- Simplify – focus on what’s working and cut what isn’t
- Automate – where possible
- Leverage – what you’re already creating
- Support – if relevant, get support
- Action – make it happen
You don’t necessarily need to have a team to get out of admin – a lot can happen with strategic decisions on what you spend your time on, and smart systems to minimise what you personally need to do.
The more you’re stuck in admin, the less time you have to show up as a CEO.
Reason #2: You’ll Need to Release Some ControL
This is where things get challenging. You can simplify, optimise, and systemise your business – but at some point, you’ll need to trust those systems and (if you have them) your team.
Years ago, when I ran a subscription box business, I delegated customer service emails. At first, I checked the emails my VA sent for quality control, and I noticed something. She didn’t write exactly as I would – maybe 80% crossover in tone and vocabulary. But that was good enough – she didn’t need to reply EXACTLY as I would have. Customers were happy, they were being taken care of, the emails were warm and friendly, and I was free to lead.
When you’re hooked on being involved in everything in your business, you’ll never have the capacity to grow. Releasing control isn’t about blind trust – it’s about setting up systems, testing them, and then stepping back.
Leading your business isn’t necessarily about managing a team either. It’s about making decisions, spotting opportunities, and showing up with energy. And you can’t do that if you’re buried in admin.
Reason #3: There’s Still a Place for Soothing Tasks
Having just said all of that about releasing tasks, there is a place for soothing tasks – the ones that regulate your nervous system and genuinely feel good to do.
For me, it’s planning in my diary for what I want to prioritise in the coming week, and then checking in at the end of each day to set my priorities for tomorrow. It’s both strategic and admin, but the stationery geek in me finds it calming!
We’re not robots. Leadership work needs more energy and often, more bravery, so soothing tasks can balance things out.
But here’s the catch: too much time spent there can quietly sabotage your growth. The comfort of ticking things off a list might feel productive, but it keeps you stuck in admin.
Think about which 1–2 soothing tasks bring you genuine joy. Keep those – and release or delegate the rest.
Reason #4: The Goal Isn’t Admin Zero
The goal here isn’t admin zero. It’s about being intentional with your focus.
Decide which tasks truly belong on your plate – and which can be delegated, automated, or systemised.
This is a mindset shift. Start by thinking of your role as CEO rather than doer – and notice what different decisions you make from that place.
Ready to Take Action?
Want to put this into practice? Download my free Simplify Operations guide and use the same audit process I take clients through to identify their biggest time and energy drains, and create simple, impactful systems to handle them – you can get it here.
