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Key takeaways
Task analysis before hiring means listing every task the new role would take on, with hours a week, then screening those tasks for outsourcing before you write the advert. Often a third or more of a planned admin role passes the signals. Hiring for the rest, or not at all, can save a salary and give the new person a clearer job.
- List the planned role's tasks with hours a week.
- Screen them on the six signals.
- Outsource what passes; hire for what remains.
- A £30,000 hire costs about £19.81 per worked hour.
Want a planned role screened before you advertise? Message us on WhatsApp.
Chat on WhatsApp →Why analyse tasks before hiring?
Because roles are often created to absorb overflow, not to do a defined job. 'We need an administrator' really means 'we have 30 hours of assorted tasks'. Some of those tasks need someone in the building or someone with judgement; many do not. Listing them first shows whether a hire, an outside team or a mix fits best.
How do you do the analysis?
Work through these steps before drafting a job description.
- 1. List every task the role would take on, and from whom.
- 2. Estimate hours a week for each.
- 3. Flag each task on the six signals.
- 4. Total the hours that pass and those that do not.
- 5. Decide: full hire, part-time hire, outside team or a mix.
What does each option cost?
A £30,000 administrator costs about £19.81 per worked hour once employer costs and holidays are included, before recruitment, equipment and management time. Indicative market ranges for managed offshore support run about £9 to £18 an hour, and £20 to £35 onshore. Global Bridge Labs (GBL) does not publish prices; use these ranges to compare options.
Want the hire versus outsource numbers worked for your role? Message us on WhatsApp.
Chat on WhatsApp →What does this look like in practice?
A pattern we see: a firm plans a full-time administrator. Analysis shows much of the planned work, such as invoicing, records and scheduling, passes the signals. They outsource that part and hire a part-time coordinator for the on-site and relationship work.
Before hiring checklist
- List the planned role's tasks and sources.
- Estimate hours for each task.
- Screen every task on the six signals.
- Compare hire, part-time and outside team options.
- Write the job description for what remains.
Next step
Before you advertise your next role, list its tasks with hours and screen them. Then write the job description for what is left.
Message us on WhatsApp for the pre-hire task sheet, or book a 30-minute consultation.
Chat on WhatsApp →Sources and further reading
- Rates and thresholds for employers 2026 to 2027 · HM Revenue & Customs
- Workplace pensions: what you, your employer and the government pay · GOV.UK
Frequently asked questions
Should I analyse tasks before hiring?
Yes. List every task the new role would take on with hours a week, screen them for outsourcing, and see how many genuinely need someone in-house. Many planned admin roles turn out to be part outsourceable, which can mean a smaller hire or none at all.
How much does a new administrator really cost?
A £30,000 administrator costs roughly £34,500 a year once employer National Insurance and pension are added, or about £19.81 per worked hour after holidays. Recruitment, equipment, training and management time add more, and are worth including when comparing options.
Can outsourcing and hiring be combined?
Often that is the best answer. Outsource the routine, screen-based tasks and hire, perhaps part-time, for the work that needs someone on site, local knowledge or judgement. The new hire gets a clearer, more focused role.
Written by
Global Bridge Labs (GBL) is a UK–Sri Lanka partner for social media, websites and BPO. Everything here comes from client delivery, not theory.
