How To Manage Client Tasks

As a VA you will have more than one client to look after. This can involve a bit of a juggling act and multi-tasking.

For most clients there will be daily tasks, fortnightly tasks, and monthly tasks. These are done regularly, and are recurring tasks in Teamwork.

Other clients may only give their VA ad hoc tasks, or random tasks which aren't done regularly. Some may be projects or research the VA can do over some time, but others are urgent and to be done ASAP. Most times the client will advise if something is urgent and needs to be done by a certain time of day. If unsure, ask. Communication is key to manage all clients and their tasks.

How to Manage All Tasks

Examples of Regular and Ad Hoc Tasks are below.

The Regular tasks are usually ones that can be done during the day on the due date, whether it be daily, weekly, or monthly. The VA will know the expectations of these tasks.

The Ad Hoc tasks can require some communication with your client. If the VA has more than one urgent task to do, ask the client when they would like theirs done by. If it turns out more than one client has tasks due in the same time frame, the VA can ask a team member to assist with the tasks. Any requests for assistance from the team are put in the Team Chat Overflow Channel.

Project Managing Delegated Tasks

As a VA you are responsible for all tasks for your clients, whether you do them yourself, or delegate them. We call this Project Management. For example if you have a Regular task that has been delegated to a team member, you are to ensure they are completed in a timely manner, and when they are due. This can involve simply reviewing the tasks in Teamwork for that client, who a particular tasks is assigned to, and ensuring that they are done. If you notice some tasks not being done in a timely manner or missed altogether, have a chat to the team member who is completing that task. Another part of Project Management of tasks is to review the time that is being taken to do a task. If the VA feels the time taken to do a task, this can be reviewed, discussed with the person, and downscaled, if necessary.

Here is a video on how to delegate tasks to another VA or Global team member. (The video refers to Loom videos, but we now use Berrycast (see How to do a screen recording in Berrycast page).

Teamwork

All Regular tasks will/should be in Teamwork. Every morning log into your Teamwork and see what tasks you have to do that day, and also check what delegated tasks need to be done, for each of your clients.

Any Ad Hoc tasks that come in that you are delegating, create a task in Teamwork to assign to a team member. Ensure there are clear instructions in the description of the task. If there is an email from the client, also forward the email to the team member and refer to it in the task description.

Examples of Regular Tasks

• Inbox Management

• Calendar Management

• Publishing Receipts in Hubdoc

• Reconciling Xero

• Collating Invoices Due for Payment

• Running CRM Reports

• PAYE/GST in myIR

• Managing a CRM

• Payroll

Example of Ad Hoc Tasks

• Travel Bookings

• Typing Meeting Notes

• Creating Spreadsheets

• Phone calls on behalf of Client

• Running Urgent Reports

• Scheduling Appointments

• Booking Vehicles in for Service

• Research