Check and update your website Check that your website is up-to-date and current. Set aside time, perhaps once a month, to check all the information is current, and add anything new that your clients and prospects might find useful.

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Create checklists Have checklists for every process in your business. For example, when you take on a new client, have a checklist which prompts you to check that: you have received the signed contract, you have sent your Welcome Pack, you have set up an appropriate email address, and you have their stationery. This saves [...]

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Do your filing In addition to your client files, have files for everything related to running your business. Then, set aside time each week to file everything you have dealt with that week. I use the last half-hour on a Friday for this.

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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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