If you are yearning for an organized Virtual Assistant business but are struggling despite all the tips and tools that are out there, this post is for you. Remember, what one person finds helpful, another can find a hindrance, however, they are all out there and available to assist you in one of the most important elements of your business – organization!
The Top 6 Key Factors
It’s crucial to your success that you spend your time on the right things so that you get the most out of every single day. Let’s talk about what I call the top 6 factors that will help you at being an organized Virtual Assistant business owner. They are:
- Time management.
- Task management.
- Schedule management.
- And I’m throwing a sixth: boundaries.
#1 – Time Management
Be aware of what time you are spending on which tasks. You will get used to how long it takes you to complete certain tasks if they are regular, and also help to predict how long it will take you to complete something new. Get even more tips in my post on Virtual Assistant Time Management.
Essentially it really depends on how you sell your services.
Selling Your Time
If you sell your time (retainer plans) then you need to concentrate on getting the most out every minute because that is how you’re paid. Focus on revenue-generating tasks first as they are the ones that pay the bills. This is what you’re paid to do.
You also want to be sure you’re doing your best work during your peak energy hours. These are the hours where you’re most efficient and we’re all different.
If you sell service packages it’s still crucial to get the most out of every day. But with packages, you can batch your schedule so you can focus on only one task or client at a time. This works best for services that are building and implementing such as a website or sales funnel.
#2 – Task Management
A task management system is your #1 tool for organizing everything you do. Tools such as ClickUp, Teamwork, or Asana, help you plan your workload and ensure you don’t miss anything. If you add everything you have to do in your task management system, it’s will give you an insight into how much work you have and how far you’re booked out into the future.
Every single task that you do for your business and for clients should be in your task management system, along with a specific deadline date. This is how you know how much work you have on your plate at any given time. Make it a habit to add all your tasks to it and also to review them before taking on any new projects or clients.
#3 – Schedule Management
Not to be confused with time management. Schedule management is managing your overall schedule. For example:
- How many days a week do you work?
- How many hours do you work every day?
- What does your perfect day look like?
You want to schedule your days so you know what you’re doing when. Don’t just “wing” it. Batch your calls so you’re not doing them every day. Designate specific days and times that you do calls. The same thing with client work, checking email, etc. All of this is important when it comes to scheduling because you want to make sure that you’re spending time on the things that make you money.
#4 – Discipline
Ensure you stick to the procedures you have set up to keep yourself organized. That’s the only way you will stay organized!
#5 – Determination
You’ll have days that test your patience and determination. Remember your why! Why are you doing this (running your own business)? It will help keep you focused and on track. Remember, organization equals a happy client and in turn a happy you and a successful business. Keep your determination switch to full power!
#6 – Boundaries
Without boundaries, it’s almost impossible to maintain an organized Virtual Assistant business. Be sure you have set appropriate boundaries with yourself, your clients, and your business. Then stick to them. You don’t have to ask permission, set them, share them and then enforce them.
If you are struggling with any part of your organization strategy, then please get in touch. I also recommend that you read through my Ultimate VA Success Guide: How To Start A Virtual Assistant Business it will help you to set up a structured business foundation. I’d love to hear your comments. Please take a moment to leave me a comment and share your thoughts.
Thanks for reading – Susan
P.S. If you're ready to invest in yourself and a professional future, please check out my VA Success Training. It's for people that are serious about running a successful Online Business. It includes everything you need from business set-up, getting clients, client management, a WP website, coaching, a supportive community, and so much more.