Do you find yourself juggling several projects for clients? 

If so, you should make your life easier and start using a project management system to organize your Virtual Assistant Business. Keep a list of what you need to do each day for yourself and your clients. Schedule in everything; even going to lunch with a friend or going to the park with your kids. If it helps to schedule laundry, cooking dinner and so forth do that too.

Create a Client Intake System

Once you start getting client interviews it’ll be so much easier if you know what you want from each contact. You may have set up a calendar on your web page that allows potential clients to schedule a 15-minute discovery call with you. Along with that, you should include a questionnaire that needs to be answered prior to the call so that you know in advance if this might be the right client for you. Set up editable thank you notes, and other follow-up emails so that you can send them out fast after contact with a potential new client. Follow the same steps with every client. 

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Set Up Projects Immediately

Once you have clients, as soon as you get a project, insert the deadline and any milestones in your project management system or calendar or both. If you have a regular client asking you to do tasks on an ongoing basis, put that on the calendar too. Do not look at the due date and wait until that day to look at it. You may have questions that need to be answered or things your client needs to do so that you can complete the project. The moment you review the project tasks, send your questions to the client.

Use a Project Management System

Clickup, Asana, Trello – these are all awesome project management systems that you can start using now even if you have no clients to help you manage the tasks you need to do for your own business. Then, when you do get clients you’ll already understand how to use it properly. This will make you seem that much more organized and professional. The more organized and systematic you are the more work you can take and the more money you’ll make without feeling as if you’re going crazy.

The more processes and systems you can put into place the more likely your VA business will be successful. While a VA business and career is much more flexible than going to a regular 9-5 job, it’s still work. The more organized you are the more work you can get done. The more work you can finish the more money you’re going to earn.

Prioritize Your Tasks

Not all tasks are created equal. Use a system to prioritize your tasks based on deadlines, client importance, and urgency. This will help you ensure that you tackle the most critical items first, reducing the risk of missing deadlines.

Time Blocking

Time blocking is a time management technique that involves scheduling specific blocks of time for different tasks, activities, or projects throughout your day or week. It’s a highly effective method to improve productivity and ensure that you allocate focused, uninterrupted time to essential work.

Communication is Key

Regular and clear communication with your clients is essential. Ensure they know your availability, project progress, and any potential delays. This builds trust and transparency in your working relationship.

Delegate When Possible

As your Virtual Assistant business grows, you may want to consider delegating tasks that are not your core competencies. This could include hiring other Virtual Assistants or subcontractors to handle certain aspects of client work.

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Last but not least…

Stress Management

Don’t forget to take care of yourself. Managing multiple clients can be stressful, so incorporate stress management techniques into your routine, such as regular breaks, exercise, and mindfulness practices.

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