Stop Drowning in Admin Work: A Self-Compassionate Approach to Practice Management (Template Inside!)
Admin work – the least favourite part of my practice! Like many therapists, I've found myself staring at mountains of unfinished notes, unanswered emails, and unreconciled Xero items. That sense of overwhelm can creep in, leading to paralysis and mental wandering if we're not mindful.
It reminds me of the distinction between clean and dirty discomfort. Clean discomfort is the unavoidable reality of administrative work in our practice. Dirty discomfort is the suffering we add through resistance and self-judgment ("I should be better at this," "Other therapists manage their admin work so easily").
Many of us entered this profession to connect, heal, and be present with others. Administrative tasks can feel like they pull us away from this heart-centered work. But what if we could approach these tasks with the same mindfulness and compassion we bring to our clinical work?
The Hidden Cost of Administrative Chaos
When our admin systems are overwhelming:
Our nervous system stays activated
Creative energy for clinical work diminishes
The sacred space between sessions becomes cluttered
Our capacity for presence shrinks
The weight of unfinished tasks follows us home
A Compassionate Systems Approach
As a neurodivergent practitioner, I learned the hard way that much of my overwhelm stemmed from difficulties organizing the multiple moving pieces needed to run a practice. Whether you're in solo practice or part of a group, having a system is crucial.
If you haven't created a workflow or management system, these pieces likely live in your head or on scattered post-it notes. I've developed a Trello template that honours both efficiency and mindfulness. These aren't just about getting things done – they're about creating space for our whole selves in practice.
I'm sharing my Trello template that includes:
Weekly Admin Rhythm for Private Practice
Monday Morning Planning with detailed checklists
Friday Completion Ritual guidelines, with prompts to reflect for the week
New Client Onboarding Checklist
Small Wins Tracking
Download the Trello template here
P.S. Please make a copy first and rename the template before customizing to make it your own!
Making It Your Own
These systems should adapt to your unique style and needs. Notice what feels aligned with your way of working. Perhaps you process better in the evening, or maybe your neurodivergent brain prefers batch processing tasks. All variations are welcome.
A Gentle Invitation
Explore these templates not as rigid rules but as loving containers for your practice. Notice what resonates and what needs adjustment. Be curious about resistance when it arises.
Remember:
Your worth isn't measured by your admin efficiency
Systems can be both structured and flexible
Small, consistent steps create lasting change
All parts of you are welcome in this process
Implementation Tips
Download Trello (or another free project management app like Asana or Motion)
Adapt it to your natural rhythm
Practice self-compassion during the adjustment period
Notice what emerges
Final Thoughts
Since implementing these systems, I've become more organized and experience a greater sense of spaciousness. The admin work hasn't disappeared, but it no longer drowns me. I've moved from reactive to proactive time orientation, even creating a separate weekly planner for my mum role. Then I am slowly learning to plan quarterly for my goals. It has been helpful!
What part of your administrative practice needs the most compassionate attention right now? How might the Monday Morning Planning and Friday Completion Ritual serve as a starting point for your own journey toward a more balanced practice?
