Masters at Time Management – How We Handle Our Time, So We Can Handle Yours

Here at Emerald Virtual Assistance, we’re responsible for our client’s time and our own time. That means we focus on task prioritization, managing our own schedules, and using software to help us with task management. Want the insider scoop? We’ve got you!

How We Prioritize Tasks

Task prioritization is taken very seriously. We want to ensure the most important tasks are handled first. Often, this looks like scheduling tasks, inbox management, and gift purchases. If our client has an upcoming birthday for a family member, we want to make sure the flowers are delivered on time. At EVA, we work to ensure our clients don’t feel the pressure of a priority task. Why? We’ve already taken care of it.

After handling morning scheduling, inbox management, and any other ASAP tasks, we move into more laborious tasks, such as research, travel arrangements, and data entry. Our resident bookkeeper uses her afternoons for bookkeeping, receipt filing, and report population, for example, as it requires data to be logged, then double-checked for relevance and accuracy.

Every virtual assistant at EVA has their own general workflow, while each client has their own preferences for top priority tasks. We take those preferences into account as we figure out the logistics of our workdays.

How We Manage Our Schedules

There are a variety of ways to handle a busy calendar. Some VAs may prefer calendar blocking, when certain times of day are blocked for specific tasks and duties. Others “play it by ear.” Each day is different and may bring different tasks, duties, and responsibilities to the fore. However, each one of us is available to our clients during business hours, from 9am to 5pm, Monday through Friday.

The core part of managing a calendar is understanding there will be a variety of work to be done, and only so many hours in a day in which to do it. One of our recommended methods for calendar management and scheduling tasks is to discern when you feel the best during the day, be it morning, afternoon, or late at night when owls are “a-hooting.” Finding your groove helps to schedule your calendar around that rhythm. 

Tips, Tricks, and Tools: The Insider Scoop on Task Management Software

There are a variety of task management tools available. It can be overwhelming to find one that works for you—rather than you working for it. Here are a few of our favorite picks, from the mouths of our VAs themselves:

  • Asana: Asana is a widely-used software that boasts some amazing statistics, such as increasing employee satisfaction by 82%, 54% faster execution, and a 34% decrease on admin tasks. There are a variety of features, such as a workflow builder, boards, reporting, setting goals, and submitting and managing work requests all in one place.
  • Monday: Monday is an absolute workhorse and can do almost anything. Use it for creative & design, marketing, project management, sales & CRM, task management, and more.
  • ClickUp: ClickUp is a fantastic task management software that functions well for individuals and teams alike. ClickUp is used for project management, note taking, and so much more.
  • Todoist: Features from Todoist include priority levels, favorites, reminders, recurring due dates, sections and subtasks, task delegation, boards, labels, and even adding tasks via email.

Are you frustrated by not having enough hours in the day? Let EVA come alongside your overwhelming calendar and help you schedule all the things.

At Emerald Virtual Assistance, our team of experienced VAs are pros at managing our schedules so that we can help manage yours. Schedule a consultation today and learn how your VA will give you more time in your day.