APVA Member Debbie Binnersley, shares her top tips for staying organised as a Virtual Assistant in her guest blog. 

Once you’ve made the decision to become a Virtual Assistant there are a whole host of things that you will need to keep on top of in order to be at your most productive.

One of the areas I see mentioned often in VA groups is getting organised.

Staying organised as a virtual assistant (VA) is crucial to ensuring you can effectively manage your workload and meet your clients’ needs.

How you do this is down to your personal preference, however to get you started here are my tips to help you organised:

1 Use a task management tool:
There are many task management tools available that can help you keep track of your to-do list, deadlines, and priorities. Some popular options include Trello, Asana, and Click Up. Which one you choose is a personal preference, mine being Asana, but I advise having a play around to begin with to get a feel for the options available.

2 Keep a schedule:
Time blocking is a VA’s not so secret weapon. Set aside specific times for each task, and stick to your schedule as closely as possible. This will help you stay focused and ensure you’re able to complete everything on time. It also helps for keeping track of your time for invoicing purposes. There are tools available to help you track your time, the most popular being Clockify and Toggl

3 Use a calendar:
Having one calendar to keep track of your appointments, meetings, and deadlines is imperative to help you remain organised during the day. By using an online calendar, such as Google Calendar, you can also easily use the time blocking mentioned above (make sure to remember time for breaks and personal obligations too).

4 Create templates:
Creating templates for tasks that you do frequently can save you time and ensure consistency. This could include email templates, invoicing templates, or social media post templates.

5 Use folders and labels:
Organise your files and emails by creating folders and labels for different clients and projects. This will help you quickly find what you need when you need it. A word of warning though, don’t make it too difficult to find things by using too many folders, and remember to remain consistent with your naming protocols.

6 Communicate with clients:
Make sure you have clear communication with your clients about their expectations, deadlines, and preferences. This will help you prioritize your workload and ensure you’re meeting their needs.

7 Take breaks:
Make sure to take breaks throughout the day to avoid burnout and stay energized.

8 Stay up to date:
Keep up to date with the latest tools, trends, and technology that can help you stay organised and productive. This is also important for your clients too so you can advise them on any changes that they may need to be made aware of.

Staying organised as a VA can be challenging, but with these tips and the right tools, you can effectively manage your workload and provide high-quality service to your clients.

I hope you found this article useful and best of luck with your Virtual Assistant journey.

Debbie Binnersley

ARC Virtual PA Services

Debbie is the owner of ARC Virtual PA Services, a Virtual Assistant providing general business support, admin and social media support.

Debbie provides business and admin support to overwhelmed business owners and consultants in the construction and service industries. This allows them to regain their evenings and weekends and stop spending time doing the things in their business they dislike (paperwork, general admin), or don’t have the skills for (Canva, Asana etc). By spending less time on the tasks they didn’t sign up to do, they can focus on the things they enjoy and grow their business.