Hi all,

I need some organizational advice here. I have tried it all, now I need to know what works for you. All tips are so much appreciated.

I have been in this business since 1999 and I have created wonderful organization procedures for clients to make sure everything is handled in a timely fashion, but my client base is going through the roof and I feel I am losing control on my daily organization of tasks that need to be completed. My team and I are working like crazy, but my clients are top producers and want everything now or yesterday. LOL!

So, I need some ideas and tips on how to stay on task daily with my business I get urgent emails, phone calls, etc. I use Outlook for my tasks manager and anytime I have a new task or project I put it on the Task Manager.

I also have a calendar where I keep my top 6 things and any other urgent requests that come through.

I keep a spiral notebook to jot down conference call notes, etc then refer back to it to update the Task List.

I am organized with the team, but me - myself I feel like I am spinning out of control on organization.

My question is what how are you juggling your day with multiple clients?

I do not want to use any online programs. What I have works, but need to know what you have to offer so I am not working literally 15-20 hours a day. REALLY, I get no sleep! LOL I have no life!

OH, I do manage 2 teenagers and a college student as well as a husband and home. So this is part of my juggling as well.

Thanks for your time to help be figure out how to manage my time for effectively.

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Kim Hughes
www.KimHughes.com

Hi Kim,

Well one thing you might try is recording your conference calls. This way you can play them back when necessary. This helps me a lot, because I always want to know exactly what I said and what the client said. This also helps me in making sure I have said the right things or if I should change what I am saying around. I am an organizing fool LOL So I understand what you are going through. The other thing you might be feeling is pressure. The pressure of leading a team for a long period of time can take it's toll on you. What I would do is take small breaks that would last 15 to 20 minutes and no matter what, not answer the phone and or if I could walk away from where the phone is. I am not juggling clients right now but was an Administrative Assistant for a large university for 10 years and had more than 100 people who needed my attention all the time. Those breaks helped me re-organize my brain and that is what it sounds like you need is a re-organization of the mind as your system works, right?

Take those breaks and make sure to stay away for at the least 15 minutes. It does help.

Good Luck~
Andrea

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Action Jackson Virtual Assistant|

Hi Andrea,

Thank you for taking the time to give your thoughts. At times I do take my little yorkie and walk down to our pond and reflect, which does help. But then I return and there is more. LOL I love having my business quadruple, I did hire a coach, but she was clueless on how to help me sense she did not totally understand my business plan. She was great with some ideas, but could not help me find a solution.

If you know of any great VA coaches let me know.

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Kim Hughes
www.KimHughes.com

Kim,

Pick some time throughout the day where you simply do not answer your phone. Let it go to voice mail and get yourself reorganized, work on tasks at hand and get projects off your to-do list.

I only take calls until 9:30 am then let all other go to voice mail. My clients know that if they need to get me I will return the call within a specified time. If it is urgent they send me an email with URGENT in the subject line which is filtered so that I can get to the immediately. (Set limits here though or everything will be urgent - they are billed rush time or something of that nature)

Also don't forget to take regular breaks to clear your thoughts and reorganize your to-do list so that your most important tasks are getting completed.

Assign each client a chunk of time and work only on those projects, never go over and if you go under then use that time to do something for yourself.

And you may want to consider adding to your team, subcontracting some things out. You sound as if your drowning in tasks so do what we tell others: reevaluate your day and if they do not need your personal attention let another VA take some of that work off your plate.

As for a great business coach, why not take advantage of Tess' new offer. I am sure she can help you get yourself organized.

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Lee Drozak
My Office Assistant

Hi Kim,

Firstly, let me say congratulations on running what sounds to be a very successful VA business. You have achieved a milestone many aspire to get to, so congrats on a job well done!

My question regarding your feeling of losing control on your daily organization of tasks would be, has something specifically happened to make you feel that way? It sounds as if you have a wonderful grasp on organization within your business, so I wondered why the difference in how you feel regarding your own personal organization.

I am a great believer in lists, but it sounds as if you have a system in place that is working for you. I don’t think suggesting using another system in place of what you are doing would be helpful. Rather, it sounds as if you need some time-saving systems put in place due to your schedule. Have you thought about hiring a VA manager? Someone to take over some of the scheduling you are doing to maintain your business, thereby allowing you some more breathing space?

I did look over some of the materials I have collected over the years regarding time management and another common suggestion is to diarize everything you do for a week. It might help identify where you can make changes and open up some time for yourself that you may not otherwise be seeing right now.

Here are a couple of articles that might prove useful:

How to Effectively Manage Your Time

A Time Management Plan that I Have Time For

Work Life Balance

I loved this suggestion in the last article:

"Clear a spot on your calendar. For me, it's a purple spot. Literally. Every month, I find a good day to stick a round, purple sticker on my calendar. This indicates which day I will totally devote time to doing nothing. I may call a friend to have lunch. I may go to the recreation center and sit in the Jacuzzi. I may drive to Cold Stone Creamery and get my favorite full-fat, full-sugar vanilla custard, mixed with Heath Bar and Butterfinger. I may sleep in. I never really know until I get there. I schedule purple days during the week, so I can truly take a mini-vacation by myself for myself."

I hope I have offered some help, good luck with your business, here’s to many more years of great success!

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Kate V. Kerans
Kerans Virtual Assistance

I like what you said about recording conference calls. I never thought about doing that.

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Myrlene Hoyte
www.vpadmins.com

Kim,

I agree with everyone else. You need to build in a little time for yourself.

I have just started my VA business full time and have two clients. I make a list every Monday morning of everything I have to do. It is categorized as:

My business tasks
My personal tasks
My Client #1 tasks
My Client #2 tasks

I print it out and put it on the file cabinet next to my work station. As I do something I cross it off.

I keep the list open on my computer so if I think of something else I can add it. But, I don't print that list every time I make a change. I plan to edit the list every Sunday so I can have a "fresh" list every Monday. If a task is IMPORTANT or URGENT then I hand write it on the list by my desk in big red letters. If it's not added to the list it's something that can wait until next week.

Re: recording conference calls. This can be tricky. I'd check with your attorney about any legal issues you could face and about how to give your client the correct notification about recording the call.

Keep us posted.

Carol
CJ's Virtual Business Solutions