Question Too busy to plan - Virtual Assistant Forums

#1 (**permalink**) 12-18-2008

Okay,
I am going to post my "problem" here and hear what others have to say. I'm appreciating any and all feedback.

I know that running your own business is not a 9 to 5 job - in fact you work harder in your own business than you do working for someone else.

I currently have a job that fills about six hours of work. Before I got this job I was doing fairly well finding freelance work to do. I took this current position because is a steady paycheck. And that is a VERY good thing.

However - I really, really want my own business again. I MISS working for myself. And here is the problem.

Many of my freelance jobs I fell into - with little planning. I need to spend some time planning but frankly I don't feel like I have the time. Even though I'm only working six hours between helping my husband in his business, running my home and managing kids - I don't feel like I have time. I always feel that I"m in front of the computer doing something and I'm tired - plain, bone tired!

How do you do it? How do yo plan? Do you set aside time to do this? If so, how much?

#2 (**permalink**) 12-19-2008

I feel your pain! At times I thought it would be easier just punching out and leaving work behind until the next day. But for me, I came to realize that I wanted to be my own boss. One of the hardest things to do is managing time and I came to realize that I let a lot of time stealers in to my day that I don't even realize. For example, if the house phone rings, I'll answer and talk to whomever is calling; family member or friend.

What I started to do is write everything out that I needed to get done. Once that is completed, I'll task it or calendar it for a particular day/hour. I typically leave wiggle room in my day to allow for things like picking up one of the kids from and things like that. If the list is overflowing, delegate! I work with another VA company that helps with both my business and some personal tasks. It has definitely been money well spent!

I think there is a book out there called Getting Things Done and I forgot the author's name, but I hear it's a good read. Perhaps someone can chime in with that info?

#3 (**permalink**) 02-13-2009

The book Doreen mentioned is by David Allen, we actually just published a review of the title here on the forums recently: Book review: Gettings Things Done: The Art of Stress-Free Productivity

I just wanted to add my own two cents and that is that if you set aside a little time NOW to establish at least a few basics for your business plan and policy you'll save yourself a lot of time and headaches later. Try making it your personal goal for the month of March to start filling out a notebook with details and thoughts related to business planning and policy. It doesn't have to be all jargon-y and legalese - it can be an organic freeflow of ideas at first... just get them down so you have a base to work from and let it develop further as you continue to develop your business.

As you learn new things through experience with clients and various issues that will come up you can add to your notebook and adjust accordingly

#4 (**permalink**) 02-14-2009

I think that a lot of us are in the same boat. I currently work full-time, and have a husband, two children and a house to look after.

Have you ever heard the joke "How do you eat an elephant?" "One bite at a time!" That's how I look at getting things done. Instead of being overwhelmed a the mountain of "stuff" that I have to do, I set my kitchen timer for 30 minutes and I focus, and I mean completely focus on working on my business plans. Then when the 30 minutes is up I set it again for 30 minutes and do some housework, and so on.

I am a generally a fabulous multi-tasker, but I find that thes e 30 minutes hits, really help me get things done. This is actually somewhat of a take on the thread, "What can a VA do for you in an hour?" instead it's what can you do for you or your business in 30 minutes.

Heather
Bowmanville,

#5 (**permalink**) 02-14-2009

I am definitely going to get the book that Tess and Doreen shared. I was feeling quite overwhelmed the beginning of the week - shown by my question "how do you guys do it?" Thanks to this forum I really had to sit down and figure out what was important and what could wait without the world crumpling. I also decided I need to get help, focus on my strengths and let someone else do the things I don't know so well.

I have a hard time with delegation but I'm getting better by necessity.

let work on it together :-)

#6 (**permalink**) 03-09-2009

I have 2 things that I do.
1. I have a "Master To Do List". If something needs to be done, I write it on the list, if it has to be done within a certain time frame, then I put a deadline in. If it's not really important, then it doesn't have one. Then Every Day, first thing. I look at the to do list, and pick what needs to be done. I always try to include something that doesn't have a deadline. If it's a project, then I schedule it into little "chunks" in my planner so that I have a task relating to the project each day.

Second thing, because I don't need a business plan to present to anyone else (ie: funders) I use the one page business plan at http://www.onepagebusinessplan.com/sample_plans.html Scroll Down to the bottom of the page. I update it every 3 months to reflect what is going on in my business.

Hope this makes sense!
Amanda

#7 (**permalink**) 03-10-2009

Its been a while since I've posted but I completely understand where you're coming from. I lost my "job" last Jan. 2008 and decided to work for myself vs. finding another employer. I was lucky in that I got my first retainer client within 2 months. Then in Sept 2008 I decided to go back to college to take advanced accounting courses along with beginning law classes so I could add being a virtual paralegal to my services as well. It has been a heck of a yr so far to say the least. With taking the classes, marketing for additional client, running a household, running kids to activities, I've felt so very overwhelmed, tired, tired, etc. Like others have said it is just breaking down the task(s) you did to get done and blocking off time for them and then being true to your schedule. I have one last accounting class this next qtr and then 2 add'l qtrs for my law classes and I'll be done. Saying it like that sounds so easy...I wish it were.

With the economy the way it is I needed to advance my skills to be more marketable and to be more successful with my business. I'm hoping all this hard work will pay off. I know it's one day at a time and planning is a big part of it.

#8 (**permalink**) 03-10-2009

It's so important to plan. I think the biggest mistake people make is to not plan things out. I know for me when I go at my day without a plan NOTHING gets done. The same goes for your business.

As someone mentioned, your business plan doesn't have to be a formal business plan. Mine is a jumbled excel spreadsheet, but it works for me and that's all that matters. (If I needed a loan or something where I had to show it to someone that would be a different story but I don't.)

One of my biggest suggestions to new VAs (and veteran VAs) is to schedule your day whether it be client work, marketing, administrative duties, etc. I set aside the first 1 1/2 of every day to doing my administrative tasks: marketing, administrative work, billing, etc. I also have random administrative things I can do throughout the day for when I need a small break from client work.

I tend to work on my business and marketing plans when I am traveling. I don't know why but sitting on an airplane makes my mind work in that direction. So, next week I'll be sitting on an airplane for an insane amount of time and my business plan needs to be looked at again so that's what I'll be working on.

I've also make an appointment with myself for dinner and taken my notebook to a restaurant and worked on it by myself.

My biggest suggestion is to make a plan. (I know, not fun)

#9 (**permalink**) 03-10-2009

Great suggestions, thank you for sharing your advice!

#10 (**permalink**) 04-11-2009

I knew that a business plan was important, I just could never find the time for it. I decided that today will be the day I start on it. Thanks for the advice.

#11 (**permalink**) 04-11-2009

One suggestion: there are all different kinds of business plans. If your time is very pressed, you can get a lot out of setting aside just one or two hours for your plan. The key is to consider all angles, not necessarily to consider each in depth. At the end of your planning session, you should have a well-rounded view. If you don't have much time, just spend less time on each area. But start by listing all the sub-heads.

#12 (**permalink**) 08-04-2009

AmandaD - Thank you for the link! I have been looking for something to give me guidance.

#13 (**permalink**) 08-04-2009

I'm an anal "list" person. On my desk is a running list of what needs to get done in my life, from business gotta/hafta do's to fixing one of the garage doors openers, household chores, washing the van and brushing the cats. It doesn't all have to be done today but, as I go through the day/evening I check off what has been completed. 10.45 p.m., been working all evening and now I'm off to walk the dog. Still haven't brushed the cats and I must do that before I kill another vacuum cleaner

Lynne

#14 (**permalink**) 08-05-2009

These are wonderful ideas and I will be working on the suggestions.

Thanks,
Lenette Dancy

#15 (**permalink**) 08-06-2009

This is what I did; I carried a pad of paper with me for 3 days and then listed everything I did, I mean everything...laundry, Tweeting, paying bills, etc. I separated the projects into business & personal.

Then I went through the personal side first to see what had to be done and what could be handed off to someone else to do. Then I went through the business side to see what I could outsource to and prioritized the remainder of the task. I took the advice of some organizers I know and re-arranged my schedule to only do tasks & projects on different days.

For example, Monday's is strictly paperwork projects for clients, Tuesday is bookkeeping, Wednesday is clean house & laundry day (Thursday is trash day), Thursday is meetings & proposals and other documents, and Friday is head to the camper day!

Since I'm an early bird, I spend a couple hours every morning reading blogs/forums/newsletters, answering emails, anything I can do to market my practice. Some experts say to spend 1 day on marketing but with my schedule, this works best for me.

I hope this helps you and/or gives you some ideas...