The Virtual Office Source

When I left Corporate America and started my virtual assistant business, I found out that time management in a virtual world is different than in an office environment.  I needed to learn how to restructure my day to be the most productive. 

Back in the old days, time management meant using shorthand to take notes and carbon paper to create duplicates.  The personal computer changed all that.  It’s only gotten better and better from there.  Today, administrative professionals have technological tools to help them organize their work day.

Some of the time management techniques I used when I worked in an office environment included things like: making sure that when I got up from my desk, I ran all of the errands I needed to while I was already up and about; sorting the mail into stacks before I opened or distributed it; converting as many paper documents to electronic documents as I possibly could.  I’ve always enjoyed looking for ways to streamline a process.  I came up with some pretty crazy ideas; but I was usually lucky enough to have bosses that allowed me the rope to try out my ideas, and they always worked.

When I started working from home, literally all of my work was done on the computer.  This meant that many of my time management tactics no longer applied.  It was very frustrating for me, since I had been always very good at organization and time management.  I just couldn’t seem to get a handle on it.  I finally decided I needed to take a couple of days over a long weekend to just work on getting things organized and develop a routine. 

• First – my computer:  Up to this point, it had only been for personal use.  Now, it was my primary work tool.  I set out to organize my desktop, documents, files, etc, to help me to work more efficiently.  I deleted files and uninstalled programs I didn’t even remember saving or installing, which freed up space I didn’t even know I had.  I ran my computer maintenance regimen.  Whew, that was a lot, but soooo worth while!  My computer now runs faster and smoother than ever before.
• Next – my calendar, task list and email:  I had things here, there and everywhere.  I consolidated everything into Microsoft Outlook and organized folders, lists and daily schedules.
• Software:  After that, I took inventory of the software applications I was using, and what I would need to add in order to be productive in my virtual environment.  I was now responsible for all that, instead of the company I worked for, as it had always been in the past.  I researched what I could use that was free of charge, and added the higher quality applications as I was able to afford them.
• Backup system: Finally, I had to devise a backup system for my computer.  I never really worried much about it before.  But I couldn’t risk losing valuable work, as it was now my livelihood.  OK; that’s one less thing I have to worry about.

After all that, I was ready to go to work.  But, even though my work day went more smoothly after having done these things, I found I still had some work to do.  I was still not making the most of my time; I had to look for additional ways to improve my system.  After experimenting with different things, I have finally narrowed it down to some things that work very well for me.

• Big one – email: I organize my mail, just as I did when I worked in an office, only now it’s all on the computer.  I flag high priority mail for follow up or handle it then and there, file it, print it, forward it, or delete it.  If it requires adding something to my calendar, I do it right away so I’m sure not to forget to schedule it in later.  Good, that’s out of the way!  I do this first thing in the morning, and then usually check it a couple of times throughout the day.
• Have a schedule: Having a schedule of my day laid out first thing in the morning is important for me.  I know what I need to get done and have a pretty good idea of how long it might take me, so it’s not that difficult to schedule my day.  I use my Outlook calendar and set a pop up reminder so I’m sure not to miss or forget anything.
• Don’t forget family: It took some time get my family used to the fact that, just because I’m home, doesn’t necessarily mean I’m readily accessible.  I still have a job do to, and a timeframe in which to complete certain tasks.  Once I made it clear that my work time is “do not disturb” time, they completely understood, and my work day now has far less interruptions.
• Oh yeah – interruptions: that’s another thing I had to get under control.  Although it was hard to do, I got in the habit of turning off my cell phone, closing my email, putting my desk phone on ‘do not disturb’, holding off on doing the laundry, etc.  For me, an important factor of time management is giving my full focus to what I am working on.

It continues to be a work-in-progress.  By nature, I’m always looking for better and more efficient ways of doing things.  I don’t imagine that will ever change.  But, it works much better now than it did before.  I have actually time to take on new clients!

Here’s to your success in your business.  I hope you have found some useful tips here.