I don’t know about any other virtual assistants, but in my business either I have several clients at once or a gap in clients. I try to systematically advertise, so this situation will not occur, but most of my clients only have projects for me to do at intervals, so I don’t have the luxury of setting up a schedule and keeping to it and having a constant cash flow.
This creates downtime for me and I’ve been struggling to find a way around this. Sometimes I feel stressed working for my clients, because I have so many deadlines and so much work to do. I thought about sharing the workload with another virtual assistant, but then, I need to keep the money for my own business.
After reviewing my business plan for 2015, something I do every year, I realized that I was not utilizing my time efficiently and that is the cause for my stress. I’m trying a new tactic. When I’m not engaged with a client, I schedule to do the following:
Archiving emails – going through ALL of my emails and only keeping the pertinent ones, archiving the others. I have three separate email accounts, so this is good time to go through all of them and save or delete them.
Storing files and deleting any documents I won’t use – even though I use the cloud, I still have so many documents and sometimes they’re difficult to find, so backing up files and storing them in a secure location is a great help and it makes finding them much easier.
Taking inventory of my supplies – I don’t print that much, but I do use some office supplies and there’s nothing worse than running out of something you need, when you’re in crunch time. Even if I use the supplies for my clients, I still need some marketing materials on hand at all times. Business cards, handouts, and giveaway items should be ready to take with me and use at an event.
Staying up to date with my accounts – bookkeeping was never one of my best skills, but I’ve set up a spreadsheet for my business transactions this year and I keep track of every transaction. Whether it’s purchases, income, travel, education, or credit card payments and banking, I have each transaction on my spreadsheet, but I need keep them up to date. It also helps at tax time.
Cleaning my work area – I mean physically cleaning all of my equipment including the office furniture, window, my keyboard, any peripherals, the walls and floor. I also clean my computer software by using disk defrag and disk cleaner and other cleaning software. I take care not to mix or spill chemicals on my computer or any parts of it.
Taking online courses and webinars in areas of need – Without client deadlines looming, I have the opportunity to attend webinars listen to podcasts, and take a few simple online courses, so I can keep myself current and learn something new in case a future client needs that expertise.
Reading about networking, technology, and social media trends – I’ve downloaded so many eBooks on topics I’m interested in, but never have the time to read them. During this downtime, I schedule time to read for a specific period of time. I catch up on my reading and can pursue any topic that interests me.
This is how I spend my time between clients. Oprah Winfrey once said, “You can have it all, but you can’t have it all at one time.” She is right, so I’m organizing my time to get the most out of my work and my personal growth.
To learn more about me and the services I offer, go to www.VirtualColleagueLLC.com.