I think the best part of volunteering as a VA to some non profits is that you get to tweak things a bit before you get your first real client. One of my clients loves to email me to request things. I don't have a problem with that but she's always so vague! So then I have to respond with a follow up question. Then who knows when she gets back to me so that I can finally get to work on what she requested! Of course she's not a paying client so I just wait for whenever she wants to get back to me. But I would love to eliminate the follow ups with future clients so does anyone use a request form for email? I guess something that would make it easier for you to start the project?
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Janice Correa-Elite Business Services
"My Business is Your Business!" www.elitebusinessonline.com
What about setting her up in a project management system? This way she might be more inclined to put in some more of the specifics when she inputs her original request.
Alternatively, you could schedule a time to sit down/telephone her and let her know what your preferred process is for getting requests for projects. Clients sometimes need help in being oriented to how you prefer to work and you can let her know this is way that is most effective for getting work done and for your business. I've read a number of posts out there where people understand the idea of working with a Virtual Assistant but they don't have as good a grasp on the HOW to work with a Virtual Assistant. She's probably just used to having an in office person.
Right now it may not be such an issue, but once you get busy with paying clients, you are not going to want to spend as much time getting details from her. Chances are you'll have to let her go once you are busier if she is not able to getting better at delegating tasks.
Both of these would be good overall practice for how you work in general.
I'm trying to curb all that behavior now. So you are saying that I shouldn't do any email requests but use a Project Manager? Is there one you recommend?
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Janice Correa-Elite Business Services
"My Business is Your Business!" www.elitebusinessonline.com
I'm trying to bump this up because I'm at a loss of how to go about receiving requests. How do you handle requests from clients on a retainer? I tried looking at some project managers like Kimberly suggested but the one I signed up with wasn't too user friendly. I tried poking around for a while and I pick things up pretty quickly but this was frustrating. Also how would I ask a client to contact me through a project manager? I was thinking of a word template but not sure how to word it. Basically it would say the request, deadline and stuff like that but I know I'm missing SOMETHING and I hate when that happens! I worked somewhere before where the clients sent this "order sheet" by fax or email. That's kind of what I'm looking for. Any suggestions would be great!!
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Janice Correa-Elite Business Services
"My Business is Your Business!" www.elitebusinessonline.com
Janice, I take all requests via email (only) and just take the 'slower' or more disorganized clients at their own pace, doing whatever I can to help keep them on the ball and provide the information I need. I've learned to read and re-read, ask very pointed questions, and in some cases spell it out with a list of highlighted questions. Not every client needs this kind of direction, but for those that do, it solves the problem. Some back and forth is inevitable, even with your most on-the-ball clients.
Part of developing your skills as a VA revolve around this very thing: people management. You'll work with all types and it ultimately becomes *your* skill set that keeps things moving along and in clarity. A client management system isn't going to make your slow or vague clients any less so.
Just take it as part of the deal and of course, bill for your time.
Thanks Tess! I guess I'll just write my client an email to let her know how to be more specific. She's so vague!! And NEVER gives me deadlines. I'm beyond organized and I don't think she is plus she had to fire her "in house" assistant because she wasn't doing anything. But I will try to take care of it. I don't think client management software is for me. I'm so used to email. And I'm already paying for my biz email so might as well use it!
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Janice Correa-Elite Business Services
"My Business is Your Business!" www.elitebusinessonline.com
I guess you're right! It didn't come as part of the domain though. I think it came as part of the hosting. I pay for that monthly. There's not enough in the budget to pay for the year right now.
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Janice Correa-Elite Business Services
"My Business is Your Business!" www.elitebusinessonline.com
Hmmm, that's so odd to me - email should NOT be an 'extra' - although I know that's how it works with many of these sitebuilders and close-to-free hosting companies.
In any case, best of luck getting into your client's head! It gets easier - usually (LOL )
Being upfront with your client is always helpful. Don't let her get away with just throwing things off on you just because she's paying you. If she wants it done properly she has to play the business card as well.
I suggest developing a simple template within your email to ask the questions necessary for the jobs.
A template is a great idea, I have this problem to sometimes and its like pulling teeth to get the information that I need especially in a timely manner.
Does anyone have a template they wouldn't mind sharing/
Thanks,
Kim
Client Email Requests
Stuck in startup? Stop dreaming. Start DOING! 
I'm so used to email. And I'm already paying for my biz email so might as well use it!
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