Researchers spend too much time on administrative tasks instead of focusing on our work.

Do you spend more time on paperwork than on pursuing groundbreaking discoveries?

Administrative tasks can consume a lot of energy and focus. This is the harsh reality many academics face every day, especially if leading groups.

Research is about curiosity, innovation, and advancing knowledge. Yet, the day-to-day reality often involves drowning in repetitive administrative work—filling out forms, managing schedules, compiling reports, and complying with institutional requirements. These tasks are essential for organizational functioning but often leave little room for actual research.Administrative duties can take up to 40% of a researcher’s time, significantly reducing productivity and innovation.

The problem is compounded by the lack of streamlined systems, forcing researchers to manually handle tasks that could easily be automated. This inefficiency not only delays projects but also contributes to burnout and frustration.The impact is particularly severe for early-career researchers who must juggle administrative responsibilities while trying to establish themselves academically.

Instead of focusing on publishing papers or conducting experiments, they find themselves bogged down by logistical details. 

Even senior academics are not immune, as they contend with increased responsibilities in grant management and institutional reporting.

How many hours have you spent on tasks like formatting reports or filling out expense claims? How often have these distractions pulled you away from meaningful research? Did you become a scientist to explore ideas or to manage paperwork?

Some time ago I was fascinated by Deep Work by Cal Newport, where I read about the importance of focus and uninterrupted time for producing high-quality work. Similarly in the entrepreneurial world, The Lean Startup by Eric Ries highlights how streamlining processes can lead to greater efficiency and innovation.

Yet, the current academic environment often prioritizes compliance over creativity.

Morale suffers as talented scientists feel their potential is wasted on menial work. 

And institutions miss out on the breakthroughs that could arise from a more focused and engaged research community.

So, here are 5 hacks to reclaim your time:

1. Start by listing the administrative duties that consume most of your time—reporting, scheduling meetings, managing budgets—and prioritize those for automation.

2. Use automation tools such as Zapier or Jotform to streamline data entry, reporting, and communication.

3. Use shared docs and centralized systems for storing and retrieving information in real-time. This reduces redundancy and ensures better collaboration. I hate it when we write proposals and send back and forth content over email - I know, like we were still living in a cave…

4. Push your institution to invest in automation technologies that reduce administrative burdens across departments if you can. 

5. Ensure that team members are equipped with the skills needed to use automation tools effectively.

You have the power to harness technology and transform how you work.