Episode 212: Baking it Down - Admin Hours

Release Date: May 20, 2025

Hosts: Corey and Heather Miracle
Podcast: Baking it Down with Sugar Cookie Marketing 🍪

Introduction

In Episode 212 of the Baking it Down podcast titled "Admin Hours," hosts Corey and Heather Miracle delve into the crucial yet often overlooked aspects of managing a bakery business. This episode provides bakers with actionable strategies to streamline their administrative tasks, ensuring smoother operations and more time for creativity and baking.

Understanding Admin Hours

Time Management Challenges

Corey opens the discussion by highlighting the common struggle among business owners: dedicating time to administrative tasks without feeling overwhelmed or unproductive.

Corey (00:08): "Admin hours can be this enigma where you're like, every time I sit down to do something admin, the time seems to fly by and I get nothing done."

The Concept of Admin Hours

Heather emphasizes the importance of having a structured approach to administrative tasks, transforming them from time-wasters into productive activities.

Heather (01:33): "We have four different admin hour types. There’s no way one hour can accomplish anything if it doesn’t have a focus point."

Breaking Down Admin Hours

The episode outlines a comprehensive framework for managing admin tasks by categorizing them into specific focus areas. This segmentation helps in maintaining consistency and efficiency.

1. Social Hour (03:02)

Purpose:
Dedicated time for managing social media presence, scheduling posts, and engaging with followers.

Strategies:

• Content Scheduling: Heather shares her method of scheduling content using tools like Facebook Planner.

  Heather (04:15): "Scheduling out content for the Sugar Cookie Marketing group actually does take me eight hours, the minimum. The MVP here is one hour."

• Engagement: Allocating time to reply to comments and interact with community posts to maintain an active online presence.

Tools Mentioned:

• Time Timer: A visual countdown tool to keep track of time spent on tasks.
• Pomodoro Technique Apps: For focused work intervals.

2. Inbox Hour (12:13)

Purpose:
Managing emails and communications efficiently to ensure no lead or customer inquiry falls through the cracks.

Strategies:

• Inbox Zero: Heather advocates for achieving and maintaining an empty inbox to reduce stress and enhance productivity.

  Corey (15:08): "If you're looking to grow your bakery business, the first person to respond does get."

• Email Management Tools: Utilizing apps like Quiet for Gmail to limit inbox notifications and prioritize important emails.

  Heather (13:10): "Quiet for Gmail only lets my inbox ping me twice a day."

Best Practices:

• Prompt Responses: Setting a goal to respond to all emails promptly to foster customer satisfaction.
• Follow-Ups: Regularly following up with pending emails to keep potential sales moving forward.

3. Inventory Check (30:40)

Purpose:
Ensuring that all baking supplies are well-stocked and organized to prevent last-minute shortages.

Strategies:

• Routine Checks: Allocating specific times to evaluate inventory levels and reorder supplies as necessary.

  Corey (35:29): "I can know if I look in after you've done this for a while and I would highly suggest one day is to make."

• Organization Techniques: Maintaining an organized storage system for cutters, ingredients, and other essentials to streamline the baking process.

Tools Mentioned:

• Google Calendar & Asana: For tracking inventory needs and scheduling reorder dates.

4. Weekly Meeting / Asana (25:04)

Purpose:
Planning and reviewing the week’s tasks to ensure all administrative and operational aspects are covered.

Strategies:

• Self-Meetings: Holding weekly personal meetings to assess progress, set goals, and adjust plans as needed.

  Heather (26:08): "Having a weekly meeting feels weird for one-person operations, but it's highly recommended."

• Asana Framework: Using Asana for project management to keep track of ongoing tasks and deadlines.

  Heather (29:08): "I use Asana to remember two months out and it has a calendar view which is what I always default to."

Best Practices:

• Task Replication: Creating templates for recurring tasks to save time and ensure consistency.
• Performance Tracking: Monitoring metrics like social media growth to inform future strategies.

5. Planning the Week (30:01)

Purpose:
Organizing the upcoming week’s activities to balance baking, marketing, and administrative duties effectively.

Strategies:

• Priority Setting: Identifying primary and secondary tasks that will drive the business forward.

  Corey (30:40): "Yes, that would make my business move forward."

• Flexibility: Allowing room for unexpected tasks or adjustments without disrupting the entire schedule.

Tools Mentioned:

• Google Tasks: For setting reminders and to-do lists integrated with calendars.

6. Baking Prep Hour (31:01)

Purpose:
Preparing the kitchen and supplies for the upcoming week’s baking activities to ensure efficiency and reduce last-minute chaos.

Strategies:

• Cleaning: Allocating time to wash baking mats, utensils, and sanitize surfaces.

  Corey (31:04): "Sundays are my prep day for the week, mentally. I clean the house, get everything ready, and I prep for what needs to be baked this week."

• Organizing Supplies: Ensuring all ingredients and tools are readily accessible and well-organized.

Best Practices:

• Batch Preparation: Preparing dough or ingredients in batches to save time during busy weeks.
• Storage Solutions: Investing in proper storage to keep ingredients fresh and easily accessible.

Tools and Techniques for Efficiency

Customer Relationship Management (CRM)

Corey and Heather discuss the benefits of using a CRM system to manage customer interactions, track orders, and streamline communication.

Corey (20:31): "A CRM is going to help you level that out because you want two heavy weeks to be lighter."

Scheduling Tools

Utilizing Google Calendar and project management software like Asana helps in planning and ensuring that all tasks are accounted for and deadlines are met.

Heather (19:06): "Google Tasks has a reminder. So sometimes like I need to follow up with somebody from an email."

Automation

Automating reminders and follow-ups through tools like CallFire can enhance efficiency and reduce manual workload.

Corey (37:17): "And then you're up the creek without a paddle."

Customer Service and Refund Policies

The hosts address the importance of having clear refund policies and maintaining excellent customer relationships even in challenging situations.

Full Refund vs. Partial Refund

Corey emphasizes the philosophy of ensuring customer satisfaction by offering full refunds when necessary, fostering trust and loyalty.

Corey (67:22): "I tell people if they are not happy they will get 100% refund."

Handling Difficult Customers

Heather shares strategies for dealing with dissatisfied customers without letting negative experiences impact long-term business growth.

Heather (74:08): "If something smells so bad, I will bag it up. I'll put it in the kitchen, bag that up, put it in the big green."

Cookie College and Memberships

Corey and Heather promote their Cookie College, a comprehensive membership program designed to provide bakers with resources, courses, and community support to enhance their business operations.

Heather (43:25): "Cookie College is to buy back the cost of doing business time so that you can ideally raise your prices and spend time with your family."

Benefits of Joining:

• Access to all courses, including business basics and advanced marketing strategies.
• Exclusive discounts and resources.
• Community support through the Sugar Cookie Marketing Facebook group.

Stupid Questions: AI and SEO

In the “Stupid Questions” segment, Corey and Heather tackle a listener’s inquiry about AEO (Assumed to be AI SEO) and its implications for bakery businesses.

AI in SEO Strategy

They discuss the role of AI in search engine optimization, highlighting its benefits and limitations.

Corey (51:42): "AI is a great tool that a human can use. I think at any point."

Authenticity vs. Automation

The hosts caution against over-reliance on AI, stressing the importance of maintaining authentic and personalized interactions to build trust with customers.

Heather (53:43): "If you use AI solely, then all this information, it is. You have to fact check it."

Conclusion

Episode 212 of Baking it Down offers invaluable insights into managing the administrative side of a bakery business. Corey and Heather provide a structured approach to handling various admin tasks, leveraging tools and techniques to enhance efficiency and productivity. Their emphasis on customer service, effective time management, and continuous learning through platforms like Cookie College equips bakers with the necessary skills to thrive in a competitive market.

Key Takeaways:

• Structured Admin Hours: Breaking down administrative tasks into focused segments enhances productivity.
• Utilizing Tools: CRM systems, Google Calendar, Asana, and automation tools can significantly streamline operations.
• Customer-Centric Policies: Clear refund policies and excellent customer service build trust and loyalty.
• Continuous Learning: Joining programs like Cookie College fosters ongoing business growth and community support.

Notable Quotes:

• Corey (00:08): "Admin hours can be this enigma where you're like, every time I sit down to do something admin, the time seems to fly by and I get nothing done."
• Heather (03:14): "Social hour is great... the goal is to never get to 'My page is dead.'"
• Corey (15:08): "If you're looking to grow your bakery business, the first person to respond does get."
• Heather (19:06): "Google Tasks has a reminder. So sometimes like I need to follow up with somebody from an email."
• Corey (67:22): "If you are not a complete happy customer with me, you're going to get your money back."
• Heather (43:25): "Cookie College is to buy back the cost of doing business time so that you can ideally raise your prices and spend time with your family."

For more detailed discussions and resources, join the Sugar Cookie Marketing Facebook group and explore the Cookie College at TheCookieCollege.com.