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Ask the Master Newsletter Archives
Welcome to the previous editions of the Ask the Master newsletter.
On your left you will find links to tips and the how to’s of
running a Virtual Assistant practice. We hope you enjoy your stay
and if you have a question you’d like answered send it to submission@vatp.ca.
Ask
The Master
February 2007 - Volume 6/Issue 1 |
Tracking Client Requests
You currently have 10 clients you are managing work for. Requests
are scheduled into your day timer to complete but they are scattered
throughout various days and/or weeks or months. How can you easily
keep track of everything related to an individual client? Let's take
a look.
Warmly,
Mary-Lou Ashton
Master Virtual Assistant
In This Issue
(Click on the links to go to that question.) What can I do
to improve communication with a client?
Extreme VA Makeover
The first week of the VANA Extreme VA Makeover fundraiser
has passed and so far only 8 people have bought tickets. Even if
you don't need a new website, all the other prizes are very valuable
to any virtual business. The prizes are worth over $3,800! Your
chances of winning are high since sales of tickets are still very
low.
Pop over to the contest page, join in on the fun, and grab your
tickets: http://www.vanetworking.com/contest/extreme
Proceeds from sale of these tickets help keep VANA free for members
so please help by donating to the fundraiser.
Buy your tickets before February 14th and you will also be included
in the Early Bird drawing for a VANA VA Gear Gift Pack. VANA's VA
Gear Gift Pack includes our universal symbol, the VAdala, to show
your support and appreciation for the Virtual Assistant industry
plus a VA Tri-High Marker, VANA magnet, a set of VA Tackers and
a VANA mousepad! (valued at $60)
Good luck everyone!
Reporting To
Clients  As
a VA one of our roles is to support our clients in having more time
to do what they do best. Delegation without follow up is ineffective.
When tasks are delegated to you by a client it is your responsibility
to track and report the status of each item. So in addition to your
time manager where you schedule all client tasks you need a tool
to do this.
I called my tool a Hot List. Each client had a hot list and every
time something was delegated to me in addition to schedule time
to complete it in my time manager I also added it to my hot list.
I then used the list to update my clients at our weekly meetings.
Creating Your
Hot List Each hot list contained sections divided into:
priorities for this week, priorities for next week, and priorities
for the next 3 upcoming months i.e. March, April and May. Items
rotate through the different sections as time progresses as well
as which months are priorities.
Next to each item that is being worked on, usually only priorities
for this week, report the status of each item. For instance completed,
ongoing, waiting for reply, in progress, in discussion etc. Document
whatever information you need to inform the client of the status.
For example:
- Input teleclass schedule and assign faculty as required –
ongoing
- Updating course material title pages to reflect current numbering
– in progress (files now received)
- Testing new resource area –final testing, problems reported
to web site company
- Capturing student drops from courses – waiting for web
site company to complete
- Implementation of system prerequisites – additional testing
required and review proposed changes with staff members
- Updating materials to match textbook – in discussion
- Call to discuss bridge line changes – scheduled call
next week with John Doe and Jane Smart
- Finalized and added additional syllabus to 200 series courses
- completed
Tracking Team Members
 In
addition to tracking items you are working on for your client you
may also need to track tasks delegated to other team members. Keep
separate sections for these areas as well. For example; assistant
VA, bookkeeper, webmaster, marketing specialist etc. Any service
you are not performing should be tracked on behalf of your client.
Be sure if you are working with team members that they are clear
about what is expected of them. Be sure they know the time frames
for completion and that they need to update you on the status in
order for you to report it back to the client.
As a VA when we do as much as possible for our clients it creates
a win/win situation!
Brought to you by
Virtual Strategies
and the Virtual Assistant Training Program
Making dreams reality!
www.vatp.ca
info@vatp.ca
1-604-483-3740 |
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