The Secret To Getting Ahead:
Work Smarter And Not Harder With These
5 Productivity Hacks For Virtual Assistants
Virtual assistants are bombarded with tedious tasks and never-ending to do lists for a reason – you make the lives of entrepreneurs, solopreneurs and business owners alike easier. You free them from routinary work that is essential to keep their businesses running. You make yourself available during your employer’s time zone in order to make communication smoother. You make sure to dot the i’s and cross the t’s – to rid small business owners of the hassle and overwhelm from keeping tabs of all the details that can make or break the operations of their business. You are practically a lifesaver!
Being a virtual assistant can be difficult and daunting. Virtual assistants make work from anywhere possible – be it at the confines of your home where there is a baby crying, dogs howling and every other nuisance imaginable. Despite all these, you still show up for work professionally and deliver results that address all your client’s needs. Therefore, the remote work from home setup has become an ideal option for employers and employees alike most especially during the course of a global pandemic.
Whether you as a virtual assistant work full-time, part-time or project-based, there are better ways to boost work productivity and efficiency. Time management can also be improved particularly in this day and age. To make better use of your work time, you need to take the necessary steps that can get the work done quickly and easily.
The secret to managing a successful business is by finding strategies, putting structures and systems in place, and implementing them. You as a virtual assistant is the lifeblood of the company, without you, the plans and strategies will not be executed. Luckily, we can share with you some tips and tricks of the trade that can help you work more effectively. Since automation is becoming a thing, working smarter and not harder is now the name of the game.
Here are five productivity hacks virtual assistants can use to get ahead:
1. Have a designated workspace.
Working from home seems comfortable, until a day goes by and you have not accomplished anything. This is why you have to allocate a space at your home that is free from distractions – it may be a spare room that is conducive for working (where you cannot be bothered by events that are happening inside your home) and accessible for your internet connection (so you will not have to feel guilty being disconnected from those Zoom meetings). Maintaining a clean and clutter-free working environment with adequate sunlight and ventilation lightens your mood and gives you peace of mind. This increases your productivity as you are ready to face all your responsibilities.
2. Set a timeline for your goals.
Ever heard of project management tools like Trello, Monday or Asana? These are applications that can help you list down your to do lists and monitor them online. No task won’t be left unattended if you have written them down, added details and set deadlines. Doing this and looping in your employer also manages expectations and gives updates of where you are currently at with the tasks at hand. Creating timelines for your duties gives you a holistic view of your role as a virtual assistant. A chain is only as strong as the weakest link – having a general overview of the things that are needed to be done allows you to improve on your lapses and shortcomings.
3. Create a fixed routine.
Systems are essential for a business to thrive. Creating a fixed schedule including breaks allows you to differentiate what is important and what isn’t and what is urgent and what isn’t. It also guarantees that you do not get worn out since you have only allotted a certain number of hours for a single task. By doing this, you will be able to attend to all the areas of your role and you are likely to finish and get things done. Being a virtual assistant means that you are a doer – you take action on the plans and strategies that your boss decides to execute. You bring the vision for the business to life. You make dreams become reality.
4. Bookmark and backup your files.
The advantage of using technology for work is that you do not have to memorize everything. There are tools and applications that can help you save and document all your activities – from the websites and platforms you visit and use on a daily basis, to your audio and video training and meetings which are needed to be recorded. Organize your files and folders by properly naming them and arranging them depending on their type and upload them on Google Drive or Dropbox for easy file sharing. Use the notepad or sticky notes to take down notes on what comes up during conversations such as projects on the side. Download OBS Studio for recording your Skype, Google Meet or Zoom meetings. Learn the keyboard shortcuts and snipping tools for you to easily locate and convey the information that you need. Lastly, maximize the use of the Google calendar for scheduling meetings.
5. When in doubt, ask.
One of the challenges of working remotely is that some messages get lost in translation – orders or requests that are lacking in terms of context and instructions that have not been explicitly communicated. While a virtual assistant has a well-rounded set of skills and competencies and can be dubbed as a jack of all trades, it is unreasonable to expect him or her to know or understand everything that you want to happen. Communication is key – it is the foundation of a successful business. When confused and in doubt, ask. Communicate your concerns, do not wait for your boss to reach out to you for help. Help comes not only to those who need it, but even more to those who ask for it.
Here are some tips on how you can work smarter and not harder. Figure out which is suitable for you. Nothing will happen unless you apply them. Create a structure for your working style and see the results as you increase your productivity and efficiency to the fullest extent.
Thanks for reading,
Worqforce Team
“No company is built without a little outside help.”
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