Monday, August 3rd, 2020

How-To: Organize Your Time

By Tracey Ehman on Apr 12 2010 • Filed under How-To

As virtual assistant who on average has 7 – 10 clients at any one time, it is incredibly important to keep everything well-organized. 

Many of my clients want me to help organize them, or give some suggestions that might make things easier for them to keep a handle on all the appointments, commitments and deadlines they have, along with just regular everyday things. I think the best way to do that is to share how I go about keeping my clients happy and cared for. 

Time Tracking

There are a number of great systems out there, some that require a fee to join and some that are currently free. Because many of my clients hire me on a retainer basis, it is especially important to keep track of time spent on each client and each client task. 

The program I use is called MyHours. It enables me to set up individual projects (clients) and tasks (specific client actions), which I can allocate my time to each month. It also provides reporting capabilities that help with invoicing, and overall time tracking for my business. While this may not be the program for you, it is imperative that you have a program or system in place that will help you keep track of your clients’ time, and keep you on track. 


Another thing I rely heavily on is my calendar. I have found Outlook to be very useful in keeping track of what is coming up for my business (networking events, invoicing, and training), as well as for my clients (deadlines, reminders, and strategy sessions), and even for personal time (sports, kids, scheduling in exercise). By making use of the Categorize button, I have color-coded my clients so at a quick glance I can see whose tasks I will be working on that day/week, and what deadlines are looming. I highly recommend taking advantage of the variety of different project-management software programs out there to find the right fit for you, but in the meantime, Outlook is likely right at your fingertips already. 

Schedule Time for Your Own Business

Finally, it is important when you are scheduling to include time to work on your own business. Whether your business is built on supporting others, like a virtual assistant business is, or in providing design, or materials, or educating your target market, you need to make time to plan your next step. A quote I once read has always stuck in my mind: “If you aren’t growing, you’re dying.” This is true in business, too.  

What are you going to do for your business this month?

1 Comment

  1. Great article! I may try to help me manage my time & clients. Right now, we use Outlook calendars but I’m always looking for the next best thing to help my business.

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