It has now been a little over a month since our launch date and we have one (potentially two now) client! Yay!
We were just wondering if it's better to get a task list from our clients at the beginning of each week or if we just wait to hear from them when they need tasks done. We want a good way to be able to anticipate how much we will be working per day/week so we can manage our time better.
Yay on the new client and congrats! Since I primarily provide bookkeeping services, I pretty much have my weekly client needs already spelled out. But - I also do some office support and request that non-bookkeeping deadlines/projects be emailed to me at the beginning of the week so I can plan my time accordingly.
It has now been a little over a month since our launch date and we have one (potentially two now) client! Yay!
We were just wondering if it's better to get a task list from our clients at the beginning of each week or if we just wait to hear from them when they need tasks done. We want a good way to be able to anticipate how much we will be working per day/week so we can manage our time better.
Any suggestions will be wonderful! Thank you!
Great question! I would like to know the answer to this question. And congrats on the new client.
I would say it depends on the client -- and you would know your clients better than anyone else. You may ask them which they prefer.
It is good for you to be able to plan, but at the same time many clients don't want to be pinned down or feel pressured, and many just don't know as it depends on their fluctuating clientele/workload. With Retainer Clients you have some planning ability.
With most of my clients I take it as it comes. I send them emails through the week -- so they know I am watching and able to meet their needs. Hope this helps
I touch base with each client towards the beginning of every week and create a summary of items to work on and check off. This way if you have many clients you can review their individual summary and keep up to date, and the client can view the summary and see where things stand at all times. It helps keep everything organized.
I have standing appointments at least bi-weekly with each of my clients; it's how I do business. If the meeting is less than 30 minutes I don't charge for it. This way I can stay on their radar and find out what may be coming up.
For myself, I think the beginning of the week is a good time to get a task list from clients. It helps you to be prepared for their particular needs and allows you to schedule your other clients.
From experience, those who provide you with a list of what they need will be more focused and will understand all that you have accomplished for them that week.
Other clients take a different approach, and thank goodness for all the different personalities, and like to give you tasks as they come up. If it's a spur of the moment task, I'm grateful that they kept me in mind. When they have time to plan, I'm thankful for a task list.
Congrats Lauren and Melanie - you are off to a great start!
I find a weekly call on Monday is helpful especially for retainer clients. We go over upcoming events and appointments and then discuss the projects the client would like me to work on that week. Sometimes you can preempt future projects and get started on them earlier just by brainstorming ideas and going over things coming up that month on their calendar. Of course, my clients know they can always contact me if something unexpected comes up during the week.
Even if it is going to be a quiet week I think the weekly call helps establish a good working relationship.
__________________ Linda
Clockwise Virtual Assistance
Generally we touch base with our clients at least once a week, if not more. Generally i'd be quite proactive about finding out the clients current needs, it works better for us than waiting for them to contact us and we're in more control that way.
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Lauren & Melanie - Love the question - I have yet to find a way to answer this question as it depends on the client - if it is a project - ongoing - or on call - so I guess you would have to find what best works for you and the client.
I do send out reminder emails to my clients and I do make calls. I limit my call to 15 minutes or less no charge - anything over that is billable simply because usually small chat eats up my time -so when my clients know there is a 15 min. no charge follow up the end of each week - they have next week's tasks or an idea of what is on the schedule for next week... I also have clients who send me the outlook or google calendar so if I see their schedule is full or they are out of the office I can get my email off to them mid-week so nothing falls through the cracks! - Hope this helps!
Time Management
Since I primarily provide bookkeeping services, I pretty much have my weekly client needs already spelled out. But - I also do some office support and request that non-bookkeeping deadlines/projects be emailed to me at the beginning of the week so I can plan my time accordingly. 
Lily Chambers, The Virtual Office Goddess, LLC
Patricia Loehn : Owner / VA 
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