The OODA Loop: The Military Framework for Out-Deciding Bigger, Slower Competitors

$954 billion is lost every year to avoidable admin work across UK and US businesses — about $17,000 per employee. Most owners' first instinct on hearing that is to reach for an AI subscription. A new study says that instinct, on its own, doesn't work: two-thirds of workers already using AI tools describe them as "partial, ineffective, or insufficient." The tools went in. The admin tax didn't move.

> $954 billion lost annually to avoidable admin work across UK and US organisations — roughly $17,000 per employee, per year — and two-thirds of AI users say their tools are still partial, ineffective, or insufficient.

The figures come from an Admin Burden Index survey of 5,000 UK and US office workers, fielded in late 2025. On average, people are spending 5.6 hours a week on administrative tasks that are genuinely automatable — not the judgement calls, the actual repetitive coordination work. 35% say admin is "taking time away from my main responsibilities." Almost half, 48%, have considered leaving a role because of admin overwhelm. This isn't a complaint about busywork. It's a measurable drag on the work that actually grows a business, and it's costing real money to carry.

Here's the part that should give every SME owner pause before their next software purchase. 73% of people surveyed hold a positive view of AI at work — they want it to help. But two-thirds describe the tools they're actually using as partial, ineffective, or insufficient. That gap isn't a product problem. It's a sequencing problem.

AI is very good at doing more of whatever you feed it, faster. Feed it an undocumented, inconsistent, owner-dependent process, and you don't get less admin — you get the same chaos, executed at speed, with a new tool to babysit on top of it. The business still doesn't know who owns the task, what "done" looks like, or where the process actually breaks. The software just makes that gap move faster.

In a larger company, the admin tax lands on an employee. In most SMEs, it lands directly on the owner — the person whose time is meant to be spent on strategy, sales, and the decisions nobody else can make. Kevin sees it constantly: invoicing chased from memory instead of a defined cadence, monthly reporting rebuilt from scratch instead of pulled from a template, retailer range-review packs and stock reports assembled the night before because there was never a standing process for them. Add an AI tool to any of that and you get faster invoicing chased from memory, faster reports rebuilt from scratch. The tax is still being paid — just at a higher clock speed.

FMCG owners feel this hardest because the admin load compounds: EDI reconciliation, retailer scorecards, promotional forecasting, compliance paperwork per account. Every one of those is a system waiting to be built — and every one of them, left undocumented, becomes a task only the owner can safely do, which is exactly the opposite of what a growing business needs.

The $17,000-per-employee figure isn't recovered by buying software. It's recovered by doing the unglamorous work first: naming who owns each recurring task, writing down how it actually runs today (not how you assume it runs), and deciding in advance what a finished, correct version looks like. Only once that system exists does an AI tool have something worth plugging into — a defined process it can execute reliably, instead of a fog it has to guess its way through.

This is the exact order of operations behind the Simple-Growth System™: systems before tools, every time. Owners who build the process first get the AI dividend the survey promises. Owners who buy the tool first get a faster version of the same overwhelm — and a new subscription to manage on top of it.

If you want a second opinion on where your business is actually leaking time — and whether the next thing to fix is a process or a piece of software — that's the exact conversation Kevin has with SME owners inside the Simple-Growth System™. Book a time to talk it through, and Kevin will help you find the admin tax hiding in your business before you spend another dollar on a tool to outrun it.

Talk to Kevin about building the systems behind your business

…and you become the owner whose systems come first, so your tools finally give you your time back.