Time Management for VAs

Time is not always on your side, and especially so when you run your own business. But I'm offering you some time saving and management techniques that will help you gain and/or keep control over the time in your VA Business.

First, you need to invest in some sort of time tracking software or device. It's important that you record the time you work for each client accurately so that you can bill them correctly. Also, it's important for them to know how much time certain tasks take you, so that they can budget your services for future projects and work.

Second, you need to schedule your work at least 24 hours in advance, and you need to make sure you have the wording in your contracts stating that turnaround time for tasks are 24-48 hours or more depending on the complexity of the task.

If you've already started accepting tasks from clients and doing them the same day, then finish what you have already promised to do for today. But even if you are not yet booked for today, start from this point on responding to your clients that you'll be able to start/complete this project/task tomorrow. This way you can get in the cycle of making your schedule.

So you might ask, "Heather, why is a schedule made in advance so important?" I've worked without one as an employee or with my VA business so far. Well, here's why. You also need to budget your business. You need to know what's coming up tomorrow, so when someone asks you, "When can you start on this project?" you have a definitive answer ready at one glance of your schedule.

You may only get that question asked once per day if you're just starting out, but once you gain more clients and become more in demand, you are often going to be asked that question simultaneously by several people. Having an advance schedule readies your current clients for that day and invites you to make sure you're not sitting around twiddling your fingers for future dates.

Finally, make sure you set your office hours (yes you set your own--not the client telling you what hours to work--they are not allowed to do that if you are independent contractor, only employee) so that you are working during hours when you are most productive. Me, I'm a morning person. So I try to schedule the bulk of my work for the mornings. Generally for me, any work that comes in after 11:30 AM is scheduled for the next morning (unless the next morning is already booked, then it goes out one more morning, etc.).

Keep these handy time management tips in mind, and you will find your business runs a lot smoother for you in terms of time.

Keep moving toward success.