Proven Productivity Methods To Improve As a Virtual Assistant


Good news, you are not alone in trying to improve your productivity at work. Even for virtual assistants who get used to working 10-12 hours a day wants to figure out how to deal with productivity blunders and feel like a power source who can do anything in this world. You want to be able to focus on doing things that matter. You have read a lot of articles about productivity. Or how to’s in getting work done in a day. Still, it is not working for you. Let me give you some secrets of the most highly productive people.

Keep in mind that not all productivity methods can work for you. There are methods that can even complicate your tasks. Be sure to take extra time in finding the useful productivity method that is going to work for you. Remember, methods can be used as your guidance in getting your work done. The methods collected on this site starts with low commitment style to high commitment.

1. Personal Kanban – this method helps you visualize progress on your projects. Most people use the white board or sticky notes to check the momentum of their tasks. This is a powerful method that can help you remind on completing your projects. It gives you that sense of control and action.

2. SMART Method – this method is great for big projects. How these method works is to ask yourself a series of questions on attaining a big project. Like, How can I attain good traffic on my site? It stands for Specific, Measurable, Assignable, Realistic, Timely. You can use the what, when, where, who, why and how the type of questions to meet your goal.

3. Getting Things Done – this a famous method to get all your thoughts organize. The best thing about this is that it helps you visualize small tasks that you can do immediately. The technique is to write everything on a paper. In no particular order, all the tasks or projects you need to do. Specify the general tasks into smaller goals. Once you have the desired outcome of your list. The next is to prioritize them. You need to schedule, decide on due dates and categorize them in a day, week or month. Look back on your list and make sure you break down your daily tasks. Lastly, learn to adjust your tasks every day.

4. The Pomodoro Technique – is a method for people who get a lot of distractions. All you have to do is to set a timer for your task. After finishing about 25 minutes of work, you take a break. Go back to work again. Take a break about 10 to 15 minutes. Try to finish it for the next 25 minutes. This is good for people who feel overwhelmed with so many works. Others might skip this method because it breaks their concentration.

5. TimeBoxing – this method allows you to schedule your task within a timeframe. Like, do social media for 1 hour. To start, all you need to do is to split your day into blocks of time for each of your tasks. You can include doing Day-Theming which is switching different tasks per day. (I do this a lot). Example, doing marketing tasks on Tuesday and do design on Wednesday.

At the end of the day, you will feel more in control of your schedule and be able to do important tasks. You can also combine each of these methods for great productivity results. Make it happen and avoid bad habits along the way. To your success!


Photo credits: Freepik

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3 Ways To Make Long Term Planning As A Virtual Assistant

long term planning

Long term planning as a virtual assistant is the challenge that seems too hard to do. As a beginner like you, I started on a path without direction. Only to realize that I was wasting most of my time on short-term projects. I had a lot of excuses and reasons that I could come up with why I choose to accept low-end jobs.

After I gained experience working for a market research company for years. I realize that with my skills. I could start my own virtual business. Without guidance, I was scouring through jobs online looking for something that can help with my expenses. Sadly, I was not successful.

I had successful short-term jobs. I always question myself, why can’t I find a better and long-term job? My short-term jobs were not challenging enough for me. I thought there is got to be a way. After one year, I landed on my first long-term job as a virtual assistant. I secretly wanted this job a lot. I planned to improve my confidence on the phone. Through several tests and examination, I got the job.

It was my first step to learning about becoming a true virtual assistant. I was very happy. It’s been 1 year and five months celebrating my life and career as a virtual assistant. My journey was not easy. I made mistakes and improve myself throughout the year. I created a short-term plan for you to realize your potential. Be able to pursue your interests and niche as a virtual assistant. You can do this in three ways.

1.) Develop a self-analysis report. Think about your strengths and weaknesses. Get a sheet of paper, divide it into two. Label the first column, strengths and the second column as weaknesses. Be honest with yourself. You need to take into account what you know about yourself. Write everything down. Do not assume about your abilities, experiences, and skills. A good example is knowing how technical you are. Follow these guide questions.

  • Do you have basic knowledge in computers?
  • Do you speak good English?
  • Do you know how to use computer programs like Microsoft Word and Excel?
  • Do you like working alone?
  • Do you like routine tasks?
  • Are you self-motivated?

You need to take into account why you are investing your time and effort in becoming a virtual assistant. Always remember that no one is going to do it for you. Exert effort, give more time to learning and self-development.

2.) Identify the opportunity. The virtual assistant industry is growing. Endless of virtual assistants in different niche often excel with the right given skills and experience. The opportunities are endless. You can tap different market segments. Emerging virtual assistant niches like real estate, law, small business, corporate business, e-commerce, retail, accounting, programming, administrative and more.

  • What skills do you have the most experience?
  • Are you inclined to find a job that suits your experiences?
  • What are your dream job and niche?
  • How can you find your dream job?
  • What ways can you improve yourself to find your choice of niche? List them.
  • Where can I find the opportunity that will help me succeed in my business.? Search them online.

I present those questions to guide you in weighing your options on what niche you should focus. It will decide the type of job you will do. For you to have a clear path in starting your own virtual assistant business. Your niche will help you acquire skills to prepare you for long-term goals. All you need to do is learn and apply.

3.) Constantly evolve yourself on your niche. The reality of virtual assistant jobs can have a lot of threats. With the entry of the low price virtual assistants, the competition to win jobs can be difficult. You need to update your skills. You need to research your prospective clients. Learn the ropes of the business. Improve your quality of work. Here is a guide to help you.

  • What skill do you need to improve?
  • Did you check your competitor’s in the same niche?
  • What do they lack that you can improve?
  • What are your strategies to improve yourself and your business?
  • How can you give value to your clients?
  • How can you motivate yourself to do good work?

Take action even thought how uncomfortable it is. Rise up to the challenge and think about how you can improve every day by just learning. Everything in your life is a constant state of growth and commitment. Bad experiences happen only you let them. Learn from your mistakes as you go. Do not rely too much on what you know. Sometimes your mistakes can be an eye-opener to what you should do next. Pay attention. Write your mistakes down. So you can develop a plan and strategy to make it big. You have all the time in the world to make a name for yourself. Do not delay. Persist and learn to forgive yourself too.   

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Quick Solutions: Ways to Deal With Stress

ways to deal with stress

Panicking? Struggling? Tired? Bored? Feeling lazy?Need to Find Solutions?

Do those words familiar to you? You are not the only one trying to manage your life, work and personal at the same time. Finding ways to deal with stress. You may own a company, an employee or a freelancer still there are times you ask yourself, why can’t you complete tasks in time. Or you question your ability whether you are doing everything in your power. You cannot figure out a solution to push yourself more. Yet you get burn out.

The reason why we need to step back and try to see the big picture small. How many times have you felt you need a break? We all need a break. When you have a lot going on in your life. You need to do the following:

  1. Take a 5 to 15 minutes break before you start any task. The first two hours of the day is crucial. Focus on the two tasks you want to complete. Do not cram too many to-dos’  in two hours.
  2. Write all your responsibilities that you can do in a day on a piece of paper. One way to relieve yourself from the stress of thinking all of your activities. Look at your list and pick the important job you have to do. Do this every time you feel overwhelmed.
  3. Do not juggle too many works. Women are known to be great multitaskers. But it is not useful in getting things done immediately. You can do this for 5-15 mins then do another one. It is endless. Get one stuff done before doing another thing is not going to work. Give it your 100% attention.
  4. Get rid of distractions. The first thing you need to do is to stop checking your social media accounts like Facebook. Try to limit yourself from interruption. Ask help to redirect your calls and take messages for you. Do not to check your email for 30 minutes. Stick to a schedule and start to get things done. Once you have covered everything, allow yourself to be available.
  5. Take into account what you can and cannot do. Keep it real. You only have 8-hour day work. Do not stretch yourself out. Or you will get burn out. Notice how many minutes or hours you can finish work. If it takes longer schedule it. Some can be planned for the next days. Plan your activities wisely.
  6. Get a planner to manage your schedules. You always get to decide what you need to do on the day or the next day. The purpose of the planner is to write your to-dos and not keep it to memory. Sometimes when you try to remember so many things that you forget the essential stuff you want to do.
  7. Plan in advance. Try to plan your week before it starts. It gives you the control on your schedule and gives you that gratifying feeling. Be sure not to limit yourself on the schedule you set. Sometimes, things extend a few days. So watch out for changes.
  8. Get support. Get help from a colleague, a friend or a mentor who can guide your decision-making. You cannot do everything. Ask for a favor and ask someone to fill in for you. Especially if you are running behind the schedule.

We all worry about our schedules. When you get that control to handle your work schedule. It will give you more time on things that are important to you. You can give more time to family or for yourself. Discover what works for you. Apply it consistently and seek to improve your habits every day.


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