Bookkeeping and invoicing I would recommend allowing time, twice a month, about two weeks apart, to pay all your bills, input all your expenses, raise all your invoices and check that payments have been made.

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Back up everything If you have ever deleted anything accidentally, or suffered a computer crash, you will probably not need to be told about this. Back everything up at least once a day. I use Carbonite, which automatically backs up my whole system every day at 6pm. So, if I lose something or my system [...]

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Create email templates If you answer an email to the same question more than once, create an email template so that the next time you are asked the question, you already have an email ready to send.

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File your emails Similarly, have a filing system for emails that have been dealt with. When you have replied to or dealt with each email, file it or delete it.

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Sort your emails Do you have an inbox with more than 10 emails in it? If you have, it can be a huge waste of time trying to find what you are looking for, and the clutter can be overwhelming. Have files for incoming email, and set up rules for all mail that can be [...]

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Schedule your email Although you may be regularly monitoring and collecting your clients’ emails during the day, collect your own business email just twice a day and deal with all enquiries in batches.

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When you are a virtual assistant, especially when your practice is becoming full, you spend a lot of time juggling your schedule to fit in all the needs and requirements of your various clients. As you become busier with client work, it is often easy to forget to schedule time for the work associated with [...]

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Don’t forget to show gratitude. If you have found an outsourcing partner that is more interested in getting it right than just getting it done, you’ll want to hang on to them. These people will foresee obstacles and devise solutions before they even occur. When they do have challenges, they present them with potential solutions [...]

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Manage your virtual team effectively. Once you decided who you want to work with on a regular basis, make sure there is a system in place to effectively manage your team. Staying in regular contact with your virtual team is vital, especially because you’ll rarely, if ever, see each other. It is important not only [...]

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Be clear and concise in your delegation. Something you will learn from outsourcing your test projects is how to delegate effectively. If you don’t ask for exactly what you want, chances are you won’t get it. Good outsourcing companies will have a format for gathering this information, or will ask very specific questions in order [...]

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