Avoid Overload –Project Management for

Your VA Business

Presented by:

The tips and tools you need to stay focused and productive in your VA Business.

My Story: Why I Became a Virtual Assistant

Christine Morris

•Lived through overwhelm as an executive director.

•Wanted to help small business get as much work/life balance as possible.

VA Overload Almost Destroyed My Business!

•Started small with a few projects.

•Became overwhelmed when life got in the way.

•Quickly got a major client and grew into being an “Online Business Manager.”•Opportunities were opening up!•Working with peers and mentors.

•Family illness.•Natural disasters.•Death of a close friend.•Reinforced my need for systems.

•Got Systems in Place•Supported by a Great Team•Relied on a Project Management System•Procedures

How I Kept it Together in a Time of Massive Stress

As a result – I was able to take a vacation after that trying 3 months…with no worries!

Chaos often breeds life, when order breeds

habit.

-Henry Adams

Causes of VA Overwhelm:

•Taking on a new client•Poor time management•Lack of boundaries•Lacking systems and procedures•Poor expectations•Personal stress•Family events•Natural disasters•A much needed family vacation

Project Management:

The discipline of planning, organizing and managing resources to bring about the successful completion of specific project goals and objectives.

Your whole life is a project!

You need to develop a mind

like water…being ready and

responding appropriately.

Setting Good Habits

Managing Your “Stuff”

We’re always collecting information:

•Mail in your Inbox•Thoughts and Ideas•Notes •Business cards•Paperwork

…the list goes on and on!

Finding the right tool is essential.

Tools to Use•Folders and Filters –reading folder/ unsubscribe•Rapportive•Wise Stamp•Boomerang•Canned Responses

Managing Your Email Inbox

Don’t let email suck your day away! Set a schedule and set up tools to help you streamline time.

Inbox Zero is Possible!

Calendars and Tasks

Your Tools Need To Be Available when and where you need them!

•Your Calendar is reserved for date specific or time specific items.

•Your Task List is to get everything out of your head.

Files and Paper Management

•Use a small accordion file.•Tickler file for additional paperwork.•Dropbox for electronic files.•Keep your files organized!

Overcoming Overload

How to Start Overcoming Overload

1. Collect.

2. Process.

3. Review and Do.

No matter where you are now, you can get where

you want to go.

Step 1 - Collect

1. Collect all the stuff you need to focus on.

2. Block out time to work through everything.

3. Avoid distractions.

Step 2 – Process

Do

Delegate

Defer

Step 3 - Review and Do

Your work now falls into one of three categories:

•Pre-Defined Work•Work that shows up•Reviewing and defining your tasks

The Three Steps to Successful Project

Management

Project Management

There are three stages of successful project management.

•Planning•Organizing•Managing

Planning

These questions help you understand the project and your client.

•What is the project?•Why are we doing the project?

•Who will be involved?•What is the timeline for the

project?

Organizing

•Map out the project with all the milestones and tasks.•Check in with the team on availability.•Set expectations with the team and client.•Remember to be flexible.•Set up your project management system.

Managing

•Delegate clear objectives and deadlines.•Communicate clearly and often.•Empower the person.•Follow-up.•Be a problem solver.•Wrap up and lessons learned.

Where Projects Go Wrong

•Poor planning.•Unrealistic expectations.•Not enough resources.•“Shiny Object Syndrome”

This doesn’t have to be you!

A project management system can save you from all of this – and keep you out from overwhelm.

Your Project

Management System

is a Toolbox.

What to look for:

Online based. Easy to use. Inexpensive. Ability to have multiple projects. Ability to have multiple users. Clients & team can login and update. Ability to share & store files. Ability to store passwords. Calendar. Recurring tasks. Email notification. Mobile access.

Your Project Management Tool is Your Business

Setting Up Your Project Management System

•It’s important to get set up correctly, from the start.

•Don’t try to combine projects within a project.

Example from BaseCamp

Other Project Management Options

Example from Central Desktop

Starting Your Project Plan

•Note any key dates on your calendar.•Assign milestones •Set task lists for each milestone.

Scheduling Your Project

•Assign dates and assign team members.•Link tasks that are dependent on one another.

Tracking Your Project’s Progress

Example from Central Desktop

Your Plan for Ending Overwhelm

Set Good Habits:•Manage your email inbox.•Use a separate calendar and task list.•Create a system for your paper files.

Follow the Three Steps:1. Collect.2. Process.3. Review and Do.

Your Plan for Ending Overwhelm

Manage Your Projects by:•Planning•Organizing•Managing

Find a Project Management System You Love – and Use it Each and Every Time.