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Savvy Associate

Time Management

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Hi All,

 

I would like to know how VA's out there manage their time. I just got my first client, YEY! Since he is my only client right now I work on his stuff as it comes in, via email mainly calendar management - then have to wait for his contacts to get back to me in order to schedule. I end up logging in and logging out through out the day in 20-30 min increments that add all together to 1-2 hrs per day.

 

My question is , as I get busier I am not sure how I will manage his time and additional clients. How should I relate this to the current client I wont always be available in "real time"?

 

Looking forward to see your system.

 

Thanks!!

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Hello Savvy! :)

 

This is a very good question, and it definitely does become an issue as you get busier.

You will always be anxious to complete work as soon as you can, but it is good practice (at least I have found it to be good practice) to not 'ping' back work immediately, even if you have the work completed right away.

 

It's the old 'answering an email immediately after receiving it' (of which I am soooo often guilty!) - that people will expect you to be there right away if you are constantly on top of it. There is nothing wrong with waiting an hour to send something back, unless of course it's nearing the end of a day.

 

When given a project, I give the client a realistic deadline now, and I return the projects right around deadline, even if I finished them a day ahead.

 

Hope that helps,

Tracey

 

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Hello Savvy! :)

 

This is a very good question, and it definitely does become an issue as you get busier.

You will always be anxious to complete work as soon as you can, but it is good practice (at least I have found it to be good practice) to not 'ping' back work immediately, even if you have the work completed right away.

 

It's the old 'answering an email immediately after receiving it' (of which I am soooo often guilty!) - that people will expect you to be there right away if you are constantly on top of it. There is nothing wrong with waiting an hour to send something back, unless of course it's nearing the end of a day.

 

When given a project, I give the client a realistic deadline now, and I return the projects right around deadline, even if I finished them a day ahead.

 

Hope that helps,

Tracey

 

I completely agree. I was very quick to respond with my first client and he came to expect it. When I got my second client, and still had my first too, I couldn't always respond to emails right away. My first client would then call me, email me, you name it because he thought something was wrong.

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Add 3 young children into the mix and you have a handful. This is what I do now (I've been in my VA business since May 2006):

 

- Leave my phone on DND so it goes straight to voicemail. I then check it and my mobile (cell phone) at the same time regularly during the day.

- I try to leave my emails for all at once except I'm a self confessed email junkie. I answer what I can straight away and write any tasks down from the email onto a sheet I have designed. I respond giving an ETA range and file the email away into the client's folder.

- Tasks go into a binder in order of deadline and importance. I have a tab for the tasks I subcontract to my associates. Another for my leads to follow up with a call or email for this week and my to do list in another tab.

- I keep a note book in my bag at all times and write my blog posts in it while waiting to pick up my eldest from school.

- I try to remember that flexibility is the key and that the to do list is here to stay. It will never be empty as it is the nature of our industry to constantly have something on it.

 

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- I try to remember that flexibility is the key and that the to do list is here to stay. It will never be empty as it is the nature of our industry to constantly have something on it.

This is SO true, Kylie! Great point! :thumbup:

 

Angela

 

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