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Creating Work / Life Balance Organisation Productivity Virtual Admin Services

How to make Batch Working work for you

Most of us probably start our working day with a ‘bit of a plan’ as to what needs to be completed by the time you switch you computer off. BUT how many of us are jumping from one task to another to another. What is batch working and how could it work for you?

Multi tasking might make you feel that you’re achieving LOADS when actually you might not be giving each task your full attention. Multi-taskers reduce productivity by FORTY PERCENT across the board. (American Psychological Association) When multitasking, it takes 50% longer to accomplish a certain task, not to mention, it increases errors by 50%. The average time spent on a task before losing focus is one minute and fifteen seconds.

We have all heard that multitasking is extremely uneffective, but as entrepreneurs and business owners, it’s so easy to fall into because there are always at least 100 things we need to get done at any given time.

What is Batch Working?

Essentially, batch working is a time management system that allows you to be super productive to maximize your time. It means dividing your work into different days or hours to focus on one specific topic.

For those that run a product based business it could be as simple as splitting your day into AM and PM. It might be that in the morning you focus on orders so processing / creating / dispatching. In the afternoon you might spend some time catching up on your bookkeeping / admin/ checking your social media.

For those that run a service based business it might be that you spend a morning doing client work. You could even split this down further into an hour on Client A, 2 hours on Client B. In the afternoon, you might record a couple of YouTube videos – you’ve got to set up the lights, camera, make yourself presentable etc so you may as well record several videos in one go.

Where to start with batch working

We would suggest you start with a bit of a brain dump and write down everything you do regularly for your business. this should start to create a pattern of frequent tasks that you undertake. Examples of what to batch can include:

  • Recording Podcasts
  • Recording YouTube Videos
  • Writing blog posts
  • Creating images in Canva
  • Writing your social media content for the week ahead (rather than frantically 10 minutes before it needs to go up!
  • Bookkeeping
  • Social media scheduling
  • Taking photographs of new products

Once you have your batches of tasks that need doing, you can start to look at your diary and allocate time in which to do so. For example, we have the whole of the afternoon off to write blog posts – that doesn’t include creating the graphics etc, that’s scheduled for later in the diary. We spent 30 minutes brainstorming some post ideas and then the rest of the afternoon researching and writing.

Regularly review the process

Assess the amount of time you’re allocating to tasks although this could take you a few weeks or months to get your head around. Always over allocate time otherwise you’ll be panicking that you only have 30 minutes left for another 2 hours work.

You might find that you are scheduling social media content too far in advance and perhaps only want to do 2 weeks at a time.

Review what’s working and what’s not – then change it, and review it again in 6 months.

Increase your efficiency

Batch working will increase your efficiency in your business – by having a clear focus for the hour / AM or PM / day you’ll find that you’re more focused and will get the job in hand DONE. How often have you ended the day and wondered…’what did I do today?’ despite running around chasing your tail.

Are you ready to give batch working a go? More time will on your hands will allow to do so much more – whether that’s more on the business or just taking a well earned morning, afternoon or day off!

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Creating Work / Life Balance Motivation Virtual Admin Services

5 Achievements in 5 Years

Celebrate!!! We’re so proud to be celebrating our 5th birthday with you this month. We couldn’t let it slide by without sharing our Top 5 Achievements with you all.

Getting Started

When Emma left her corporate life after almost 15 years at the same company, she wasn’t sure where her path was going to take her. Little did she know what the next 5 years had planned.

It’s no secret that the business didn’t have a plan at the start. It was Emma, helping John with his admin needs at Boatman Financial. Little by little, we started to pick up the odd client here and there and before we realised what was happening, a business was born.  Running a business really pushes you out of your comfort zone.  Emma attended networking meetings to try and meet new people and expand the business – even managed to stand up at one of these events and tell her story.  Anyone that knows Emma knows how much she dreaded doing this!  It was through doing networking that we started to obtain new clients, thick and fast.

Our 60th Client

We’ve just signed our 60th client this month – that’s 60 businesses we’ve helped ease their workload in 5 years. Some of these clients have been for a one off project, other clients have been with us from the very start. We’ve worked with mortgage brokers to mental health therapists, candle makers to vets, doggy day care to copywriters, will writers to chefs…and everything in between!!

It really does highlight that you simply cannot do it all when you run a business.  You can’t be the CEO, the marketing team, the IT helpdesk, customer service, receptionist, administrator and the bookkeeper ALL THE TIME!!!

Working with such a wide range of businesses means that no two days are the same and we’re never sure what’s going to cross our desks each day – which makes it even more interesting.

Awards

We’ve stepped forward in the industry and are pleased to say we’ve picked up the following accolades along the way:

  • 2018 – Short listed for VA of the Year, South West region in the VA Awards
  • 2018 – National recognition in the #smallbiz100 awards
  • 2019 – Short listed for VA of the Year, South West region in the VA Awards
  • 2019 – Shortlisted as Female Entrepreneur of the Year in the South West awards
  • 2019 – Finalist in the national VA of the Year awards for PA Life
  • 2020 – Finalist for VA of the Year, South West region in the VA Awards
  • 2020 – National recognition in the #iAlso awards

Again, this leads us onto…

Going to the House of Lords – not once…but TWICE!

Emma…going to the House of Lords?! Who’d have thought it?! It was an honour to attend the Small Business Saturday afternoon tea in 2018 and the F:entrepreneur iAlso breakfast in 2020. The ability to meet 198 other women and men in business from across the UK and discuss the highs and lows of self employment. To have a member of Parliament there to listen to questions about support for us when times are difficult (particularly in recent Covid times) and take these back to the government was incredible.

Our First Associate

It wasn’t until 2020 that we decided to take the plunge and bring our associate, Catherine on board. After doing some market research, we realised that not only were people struggling to keep up with their admin, it was also their bookkeeping that was getting left behind. Emma and Catherine have known each other for a couple of years in the VA world so it seemed like a natural fit. Catherine comes with a wealth of experience gained through years working in an Accounts Office and more recently as a School Bursar.  She will be able to help you keep on top of your finances; processing invoices, paying suppliers, reconciliation, VAT/CIS submissions using QuickBooks, Xero or FreeAgent.

Catherine is on hand for our bookkeeping clients and to assist Emma when demand for work increases. In time, Catherine will have her own bank of clients to look after.

 

Writing all of that down really does make you think back and feel proud of what’s been achieved.  Has it always been easy?  No.  Has it been worth it – hell yeah!!

Here’s to the next 5 years!!!!

 

 

 

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Creating Work / Life Balance Organisation Productivity Virtual Admin Services

Using a Virtual Assistant – a case study with Reshma Field

If you’re thinking of hiring a Virtual Assistant but are still unsure whether it’s right for your business we’ve written a case study to help better explain.

Reshma Field runs two very different businesses but remains super passionate about both of them.  A former partner at a law firm in Kent plus the head of department advising on Wills, Inheritance Tax, Powers of Attorney and Probate administration she now runs Swindon Will Writing.  In complete contrast, Reshma also runs Ishbel’s Wardrobe, a personal stylist business.

These two businesses couldn’t be more worlds apart but they are equally as busy.

Reshma Field, Ishbels Wardrobe

On top of these two businesses, Reshma is also a busy Mum of two amazing young ladies, has a husband who spends most of the week in London and is a cat and dog mum. Juggling work, family and ‘life’ is tough!

Emma met Reshma a few years ago on the networking scene and got on straight away.

It was in 2018 that Reshma was having some technical issues with her computer and needed to get some draft Wills over to a client urgently so she contacted Emma for help with getting the documents over to the client. It was last minute and late in the day but Reshma was impressed by Emma’s advice, her calmness and the ‘get it done’ attitude.

In 2019, Emma and Reshma’s paths’ crossed again when Emma took advantage of Reshma’s Colour & Style session and then went on a personal shopping trip.  It was during this trip that Reshma and Emma discussed work life balance and how on earth Reshma managed to get everything done whilst remaining professional and business like.  It was clear to both of them that running two businesses on her own was impacting her work life balance and she needed to find a solution.

Reshma needed someone she could trust with the sensitive nature of the Will Writing business whilst also having a bit of creative flair with work for the personal styling business.  After agreeing to meet for a coffee outside of the personal shopping day, it became clear that a virtual assistant was the way to go.

Emma with Reshma Field of Swindon Will Writing & Ishbels Wardrobe and Hadi Brooks of Rays Ice Cream

Needless to say, the work that was passed over to Emma came thick and fast but with no more typing up of meeting minutes, this meant Reshma had more time to get out and see more clients.  Therefor earning more money to cover the outsourcing costs.  The summer of 2020 did not let up in workload for Reshma – you might even go as far as saying there’s nothing like a pandemic to make people stop and think about their future and getting their Wills in place.

In Reshma’s own words…

I can’t imagine life without Emma now!  Taking the plunge to outsource my admin and social media scheduling has freed me up so much.  Emma is worth her weight in gold plus a lot more.  She is meticulous, prompt and so incredibly helpful. My businesses are thriving and I’m getting so much more done and seeing so many more clients because I have the time!  Every small business owner needs Emma in their lives.  Once you see for yourself how great she is, you’ll wonder why you didn’t contact her earlier!

To have an informal chat with me about how Boatman Admin Services might support you and your business, email us at emma@boatmandadmin.co.uk to arrange a free 30 minute consultation.

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Creating Work / Life Balance Organisation Productivity Virtual Admin Services

5 tasks you can easily hand over to a Virtual Assistant

You’ve made the decision that you want to start working with a Virtual Assistant but how on earth do you decide what tasks you can immediately start to hand over?

Calendar Management

black and white diary with apple product
Managing your diary can be critical to running your business

Calendar management can be critical when running your own business. We’ve all experienced trying to set up a meeting and it’s taken 5 or more emails flying backwards and forwards to find a suitable time.

You don’t want to spend all of your days rushing from one side of the city to another for different meetings. Ideally, you’ll want one or two days where you’re out of the office where your sole focus is meetings. That way, you can use the other days to be at your desk or in your studio doing the actual work. A Virtual Assistant can arrange your diary to work for you and give you maximum time out of your day.

Database Building

Do you have a huge list of clients and customers that you need to keep track of? Having it all in your own mind might not be the ideal. What if you couldn’t work for a period of time? Nobody would know where to start other than you. A Virtual Assistant can help you build your CRM and ensure that it is kept up to date.

Meeting Minutes

notebook and pen with computer on desk
Meeting Minutes can also be outsourced

Once you’ve organised your meetings, it might be necessary for someone to be there to document it especially if it’s a board meeting or a disciplinary matter. A Virtual Assistant can either dial in or be there in person to take the minutes so that you can focus on the content of the meeting.

As previously mentioned, the VA can also arrange the meeting to start with!

Inbox Management

Emails can easily start to get out of control! Inbox management can be done in several ways.

A client of Boatman Admin Services is now in the habit of responding to emails and asking clients to contact her VA for certain tasks. Over the course of 3-6 months, customers and clients soon learnt that we are responsible for certain areas and could answer a lot of questions.

It might be as simple as organising your inbox and getting your sub folders in order. This way, you’ll know exactly where to look rather than one big mass of 10,000 emails in your inbox!

Online Research

Online research can be hugely time consuming and before you know it, you’ve fallen into a downward spiral and you’re looking at people’s Aldi shopping hauls on YouTube (how on earth did you get there?!)

A Virtual Assistant can help with any number of research requirements:

  • Product research
  • Competitor analysis
  • Latest trends
  • Prospecting
  • Data gathering

Hopefully that’s given you a head start on what you could easily handover to a Virtual Assistant giving you MORE time!

You may also want to read our previous blog around What should I delegate?

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Creating Work / Life Balance

What is the new ‘normal’?

It looks as though June 2020 is the light at the end of the pandemic tunnel. The last 9 or 10 weeks of lockdown has caused a lot of reflection for both us at BAS HQ and for our clients. Whilst there is talk of ‘normal’ – what will that look like and will people really want to go back to what they had before?

Despite the pandemic causing a great deal of unrest and uncertainty, there are some positives that have come out of lock down and it’s important not to loose sight of these.

It’s been inspiring to see some businesses taking up the challenge of dealing with Covid-19. Lots of businesses have had adapt to being online and working remotely and many cafes and restaurants have offered takeaways for the first time and in a safe manner. At home, we’ve upped our usage of our milkman, we’ve also had fresh artisan bread, brownies, doughnuts, fruit and veg boxes all delivered from local businesses that have had to think outside the box. I hope we’ll continue to support local businesses for our food shop going forward.

Certainly, more of us have been working from home which in itself has caused challenges. Some of us aren’t used to being with our partners or children 24/7 let alone having to juggle some kind of work pattern in there as well.

Ducks swimming on a lake at sunset

Slower living has been a big one for us.

We lived a life that was 100mph ALL.THE.TIME. That’s what running three businesses does to you. Yes, we run our own diaries and schedules so we’re the ones responsible for this. Whilst I’ve missed seeing family and friends at the weekends, it’s been nice to not have to be anywhere.

In the 6 years we’ve lived in our house, I’ve NEVER walked into town to go to the Post Office. It’s probably a 15 minute walk and I’d usually jump in the car or dash in whilst I was on the way to another meeting or appointment.

When work has been quiet, I’ve taken myself out of the office and outside to sit and read or work on a blog post instead.

Will we go back to face to face networking meetings? Will we go back to working in bigger offices or will corporate companies now give people more flexibility to work from home.

What will your new normal look like?

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Creating Work / Life Balance Motivation Organisation Productivity Virtual Admin Services

Tips for Managing Stress in your Business

April 2020 is Stress Awareness Month so we thought it would be a good time to stop and think about how we run our businesses. You can have a LOT of plates spinning if your running your own business. Running 3 businesses in our case is BUSY and we work in a fast paced environment. Naturally, with this comes periods of stress but it’s important to understand how to manage that.

Establish your boundaries

Boundaries are SO important when you’re running your own business. It’s SO easy to be all consumed by work.

Know your working hours – We’ve mentioned this several times on the blog but have some defined working hours. Your customers and clients will know that you will respond to calls and emails during usual working hours. It can be far too easy to then start to answer emails at 10pm at night. Before you know it, some clients may expect this of you. It’s essential that you have down time for family, a social life, exercise and rest.

Have a defined work space – Again, something we’ve mentioned a few times! It’s important to have a set work area if you are able too. Whilst the pull of working from bed with your laptop is strong sometimes, it’s good to be able to separate this space from a ‘work place’.

Make time for YOURSELF

You can’t do ALL the things, ALL the time and you can’t pour from an empty cup – well known phrases we’ve all heard a hundred times already. Once you’ve set your boundaries and got your time managed efficiently, you should see little nuggets of time for you. It’s important that you get outside for a lunch break – even 20 minutes away from the screen will do you a world of good. Read a book, have a dance around the kitchen to your favourite song (Beyonce anyone?!), take a bath or just call a friend for a quick catch up.

Time Management

This ties in nicely with boundaries. Time can often run away with itself and before you know it, lunchtime has come round and you haven’t actually achieved anything from your to do list yet. We think the best way of planning your time is to plan ahead and make best use of your time. If doing your accounts is something you dread, look to outsource this to someone. They’ll be able to do the work in half the time you can and you’ll know it’s 100% correct. With that free time, you’ll be able to focus on another area of the business where your expertise is best placed.

Learn to say NO

This is the HARDEST of all to do but will ultimately pay off in the long run. If a client calls you with something at 5pm and you’re just about to head out to collect the children, go to a gym class or shut your computer down, it’s OK to say that you’ve finished for the day but will look at this first thing tomorrow.

It doesn’t mean that you’re a failure or that you’ve managed your time incorrectly. One of the most important phrases Emma has heard and has stuck to is ‘don’t make your emergency, my emergency’. This works particularly well if someone is disorganised and then tries to push a ton of work onto you at the last minute meaning that you’re stressed out as well.

It’s virtually impossible to remove yourself from the demands of running your own business, but that’s why it’s even more important to be aware of triggers of overwhelm and anxiety.

We hope you have found these tips helpful – you can always reach out to us to see how we can help take some of tasks away from your to do list and discuss outsourcing.

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Creating Work / Life Balance Virtual Admin Services

Emma’s #iAlso story

You might have seen on our social media that Emma was included in the 2020 f:Entrepreneur’s iAlso awards. This campaign celebrates the UK’s inspirational and multi-achieving female entrepreneurs.

The aim of f:Entrepreneur is to showcase multi-achieving women like Emma in the #ialso Top 100, to provide lessons of challenge and success for all small business founders – both men and women.

We thought readers would be interested in how Emma got into the Top 100 this year.

The Back Story

Brixham harbour with dogs
Emma & John – with Connie and the very missed Roxy

Boatman Admin Services was set up in October 2015 to fulfil an admin requirement in John and Emma business Boatman Financial Ltd – an independent financial services business.  Within months new processes and systems were set up.  The administration was more streamlined, increasing the efficiency and giving more time to focus on the services offered to clients. This experience made it clear that good admin support is absolutely vital for any business, but that small businesses could particularly utilise our help.  After carrying out research it was clear there were lots of people running their own businesses and trying to ‘do it all’. 

Rewards

One of the best rewards about running Boatman Admin Services is seeing the results; clients are able to grow and flourish with our help.  We also give our clients back time to allow them to focus on new directions, growth and opportunities plus more family time.  We want our clients to feel that we are part of their team.  One client’s turnover has increased by 20% in both the first and second years of working together.  Another client has had time to start a new business unit and make it profitable. 

Living an #iAlso life

Emma is also a director for Boatman Financial which comes with it’s fair share of workload.

She has also established a group called the Wiltshire Virtual Admin Support Hub.  The idea for this came from attending networking groups and realising there were a few fellow Virtual Assistants in the area.  After contacting a couple of them, we now meet on a bi-monthly basis to share learning’s, new skills and offer advice to other VA’s who have questions or queries.  Working as a virtual assistant can be a lonely place especially working from home so this is a great way to get everyone together, enjoy some tea and cake and share experiences, our highs and our lows.

ladies in the sunshine
Some of the ladies from the Wiltshire VA Hub Group

In 2019, Emma held a voluntary secretary role with a local charity doing some of the admin work required including setting up the meetings and doing the minutes.

As a small business owner Emma know’s how hard it is to get people to cheer about your business – she also runs HappyWiseOwl blog which celebrates other small independent businesses in my local area of Wiltshire and Bath.  Emma is often found in an independent coffee shop for client meetings rather than a chain as it’s so important to support other businesses.  She will very often write about these cafes, bars, restaurants and shops on the blog to help get the word out.  Marketing is so important for small businesses but often they don’t have a budget for it.  If a café can provide me with a good coffee and piece of cake, she’ll shout about them!

happywiseowl blog
Emma’s personal blog – HappyWiseOwl

On top of this, Emma and John have also just started a network marketing business to generate a second income stream for us. 

Emma has never really considered the phrase ‘I also’ but writing this has made her realise just how much she does on top of being a wife, daughter, sister, and friend!

What’s your iAlso story?

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Creating Work / Life Balance Motivation Organisation Productivity Virtual Admin Services

5 Daily Habits for a Better Work Day

We rush from one task to the next and before we know it, it’s the end of the day and what have we actually achieved? This post highlights 5 small habits that we’ve adopted to become more productive in our working day.

Get up and Get Dressed!

apple device on bed
Don’t stay in bed all day – however tempting!

Since we started Boatman Admin Services, we’ve never worked from our PJ’s. It’s so important to feel like you are actually ‘at work’ and getting dressed is part of this. OK, your customers and clients might not actually see that you’ve made an effort to wash your hair and put some proper clothes on but you’ll feel a difference in your productivity.

Write a List

We’re a big believer of a to do list. We agree that they can be daunting when you take everything from your busy brain and put them down on paper or into a task management tool such as Trello. We suggest highlighting just one or two things that you MUST do that day and focus on those first. anything else you get done is a bonus. It also acts as a tool to see what you could outsource to a Virtual Assistant. Is there anything more satisfying than seeing those tasks getting completed?!

Take a Break

Beckhampton Gallops, Wiltshire
Roxy at Beckhampton Gallops – her favourite walk

We can’t stress how important this is. If you are able, take 30 minutes (ideally an hour) to step away from your desk or workstation at lunchtime. Get away from the screen and step outside in the fresh air – having a dog definitely helps with this one. Ensure that you’ve had some nourishing food as well.

Review that list

A task that gets done at the end of every day is to look at your list and decide what needs to be done tomorrow. That way when you get to your desk you know exactly what needs to be done first rather than spending the first hour or so jumping from one thing to the next.

This also allows you to look at what you’ve achieved that day as well and feel a sense of accomplishment.

Set a finish time

There’s no medal for working a 15 hour day everyday. Set yourself a hard stop time every day. This might be by the clock (ie 5pm or when the kids need collecting from school) or simply once your MUST do tasks of the day are done. We often change ours around depending on work flow. If everything is done and dusted by 3pm, we’ll close our computers down and take ourselves to our favourite coffee shop for a midweek treat. Of course, our mobiles are to hand so we can keep an eye on anything urgent. You’ll be surprised how good it feels to have a couple of hours ‘off’ every now and again.

What daily habits do you have to ensure you have a great day?!

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Creating Work / Life Balance Virtual Admin Services

2019 – The Look Back Post

Not only is another year coming to a close but also another decade.

If you’d have told Emma at the start of 2010 that by the end of the decade she’d be running a successful award winning virtual admin business she would have laughed in your face!  We celebrated our 4th birthday this year – we can’t believe it!!

Clients

ladies at Weighbridge, Swindon
Emma with Reshma of Ishbels Wardrobe and Hadi of Rays Ice Cream

We continued to work with our amazing loyal clients this year and welcomed many new clients from different business sectors.  We now support around 15-20 different clients – some on a daily basis, some on a monthly basis and some on a quarterly basis.  Our passion for helping our clients achieve more has been welcomed by everyone. 

Awards

Fellow nominees at the VA of the Year awards

We were shortlisted again for the South West England VA of the Year awards.  Despite not making it to the finals, it was a stamp of approval for us.

Following on from 2018, we received national recognition as a finalist in the national PA Life awards in the  VA of the Year category 2019.  Emma went up to London at the end of November to meet her fellow 3 finalists. Sadly it wasn’t meant to be this year but to be a finalist in a national award campaign is a huge achievement.

In December 2019, Emma was also shortlisted as Female Entrepreneur of the Year in the South West Business Awards.

Wiltshire VA Support Hub

The group that Emma set up last year continued to meet this year with a few new faces.  Meetings are held on a quarterly basis for either tea and cake or lunch.  The met ups are very informal, there’s no agenda and we celebrate our highs, discuss our lows, discuss any new apps or software that we’ve started using and have some fun!

Innovations in Technology Seminars

Great Minds at Amdaris

We partnered with Bristol based software development company Amdaris to run a series of breakfast presentations featuring emerging technologies like blockchain.  This was a great opportunity for businesses to showcase their projects and educate our many attendees.  Presentations ranged from financial, data privacy, insurance, recycling to the music industry!

Accountability Buddies on Tour

Rialto Bridge
Emma with Kate from Copper and Blossom in Venice

and finally…we couldn’t not mention the fact that Emma and Kate of Copper and Blossom took their monthly accountability buddy meetings on tour this year…to Venice!

WHAT A LIST!  Thank you to everyone who has supported us not only in 2019 but throughout the lifetime of the business!  Here’s to a great 2020 and a new decade!

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Creating Work / Life Balance Organisation Productivity Virtual Admin Services

A Day in the Life of a Virtual Assistant

It can be difficult to explain what a Virtual Assistant does as our days can be SO varied – there’s a LOT of work that falls under the ‘admin banner’. By talking you through an average day…

Emma has chosen a Monday as these tend to be her busiest days!

6.30am

spin bike in the gym
Early morning spin class

I’m up and out the door pretty quick this morning – I always go to 6.30am spin class to kick start the week.

8.30am

Home, showered, dressed, eaten breakfast and at my desk ready to face the day. I always start the day by checking a client’s answerphone – as a therapist she gets a lot of calls whilst she’s in meetings so prefers that I text her anything that comes through.

I open up my emails plus the client email accounts that I have (7 in total) and respond to anything urgent that came in over the weekend.

I write up a list of everything that I need to get done this week. I normally find the big list quite daunting so I highlight 3 things that I must get done by the time I finish tonight.

11am

My next weekly Monday morning task is to draft up social media content for 3 of my clients. They need to approve these ready for scheduling by Thursday. Although we don’t offer social media as an individual service, these are all long standing clients where we’ve added it on. This normally takes about an hour.

12.15

Beckhampton Gallops
Roxy on a walk at Beckhampton Gallops

The dogs start to get restless so we stop to have some lunch and take them for a walk. I really enjoy this period as it’s a screen free time and the ability to get out in the Wiltshire countryside.

2pm

Back at my desk and I look at the 3 ‘must do tasks’ for the day. This includes a ‘brain dump’ email a client sent over the weekend so I make a start on the various bits and pieces. This includes some Canva images, contacting people on her waiting list to make appointments and uploading some of her receipts into My DocSafe so that her accountant can view them.

3pm

I write a monthly blog for a client who is a Travel Counsellor. He goes on a LOT of trips and likes to document his travels for his customers but has no enthusasim for writing up his experiences. We’ve scheduled in a call so that he can talk to me about it and I can scribble notes down. Once we’ve finished the call, I immediately type my notes up – if I leave it too long, I can’t read my handwriting! Another one of my ‘must do tasks’ for today.

Notebook on pink background
Making a list…checking it twice!

4pm

Whilst I’m in the middle of writing up the blog, another client calls me with some urgent work for tomorrow regarding rescheduling some meetings. There are a couple of other bits and pieces (can’t reveal what they are!!) that she needs doing in preparation for a big project she’s working so I switch from writing about a cruise to concentrating on these tasks.

5pm

Due to the urgent piece of work at 4pm, I don’t start my third ‘must do task’ until this late in the day. The client isn’t expecting it but I’d like to make a start. This task is transferring some CV’s into their recruitment template. It’s simple copy and pasting so despite not starting it until now, it’s not too heavy on concentration.

6pm

I know it’s time to stop…the dogs are sat my the side of me starring – it’s time for their dinner and to prepare our dinner! I have a quick look at my diary and see that I’m with a client for the morning so I make sure my out of office is on.

Throughout the day, emails are popping up continually so I’m constantly jumping from one client to the next. This doesn’t bother me as in my old job, I worked on 5-6 projects at a time so this is ‘normal’!

If you’re wondering how to work remotely with a Virtual Assistant then have a read of the Benefits of Working with a VA post or the 5 Reasons to Outsource your Admin post

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