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Time Management for
Virtual Assistants -
Take Control of Your Day

Know the difference between an urgent task and an important task - urgent tasks are seldom important and generally do not result in a reward. Twenty percent of the effort put into important tasks will result in 80 percent of the rewards, so schedule your time so that you spend most of it doing important tasks.

Prioritise deadlines

Spend as much time on important tasks as you spend on urgent tasks. Important work may not be urgent but if left for long enough it will become critical. Getting the balance right is key. Avoid missed deadlines as it will reflect badly on your business. Don’t be tempted to agree to unrealistic time expectations. It's better to refuse work and maintain your credibility.

Goal Setting

Set goals on a daily, weekly and monthly basis. Use an electronic calendar to plan you time. This will allow you to set reminders to keep on track. Review your plan regularly and re-adjust your goals as necessary. Keep a written to-do list to keep track of small tasks.

Recognise procrastination

It's easy to procrastinate when your time is in your own hands and you are your own boss. Feeling compelled to clean the fridge when you should be working is a classic sign of procrastination. Giving in to distractions is another ploy. Distractions will occur so you need to be disciplined and refocus on the task at hand. Review your work schedule to get your mind back on track.

Client boundaries

Make it clear to your clients that you will check in with them at a particular time to discuss the status of their work. This will head off client interruptions and show professionalism.

Set your hours of business

Decide if you want to work full time or part time and then set your normal hours of work. This will allow you to create work schedules that help clients understand how you will meet their deadlines. It will also set boundaries for your family.

Organised your environment

Maintain an organized work environment. File away important paperwork quickly and keep each client's work separate. This is important because you may need to retrieve information quickly if a client calls.

Small children at home

Many work-at-home VA's also have young children to look after, so it is important to set aside important tasks for a particular time of day. You could include your client contact tasks in this time slot. It makes sense to get a child minder to babysit the children at a particular time of the day.

Set aside some ME time

Allow a reasonable amount of personal time for yourself to avoid job burnout. Enlist your family’s support. This could mean the difference between success and failure. If possible, delegate some of the housework to others in your household.

PDA's are great for Time Management - have you considered using a Blackberry or iPhone to optimise time management and stay in touch with clients.

For more useful tips for Executive Personal Assistants, join my "PA Tips" Group on Linked In.

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