4 Virtual Assistant Business Strategies to Avoid Overwhelm

Working from home, as a freelancer or a virtual assistant can sometimes feel like you’re running a marathon wearing the wrong shoes and terribly underprepared for the blistering heat.

Mile long to do lists, content for socials that need to be planned, appointments to be scheduled, emails to reply to, client outreach to do, and that’s all on a Monday!

Not to mention you’re working from home so there can be plenty of distractions and procrastination.

But here’s the good news, you CAN nip overwhelm right in the bud and ensure that your week runs extra smoothly by implement these 5 Virtual Assistant business strategies.

4 Virtual Assistant Business Strategies to Avoid Overwhelm

  1. Set batch days to plan your content

Taking one day out of the week or the month to prepare things in advance in one big batch is a popular method of lightening the day to day business load.

Most people use Sundays or Mondays to plan out all their social media content or blog content for the week ahead, prepping images, writing captions and scheduling them in a tool that will automatically post and simply alert them for when it’s time to hop on and do some community engagement.

The top 5 best scheduling apps for social media are:

  • Hootsuite
  • Tailwind (for Pinterest)
  • Later (for Instagram)
  • Planable
  • Buffer

2. Use Asana or Dubsado to revolutionise your customer relations management

Tools like Asana, Dubsado and Trello allow you to create workspaces for your various projects and manage to do lists alongside your clients and others in your team.

Assign tasks to yourself or a member of your team, set a due date and write notes and comments, set tasks in calendars, create boards to brainstorm ideas, and chat with members through synced and integrated messaging tools like Slack which goes with Asana.

Some people can be quite resistant to moving their to do lists away from traditional pen and paper, but having these tools doesn’t make a good old hand written list obsolete.

It just makes it easier when you’re working with others to have one place where everything is stored and it helps to have both a virtual record of your tasks both old and new, as well as the hand written copies you keep in your planner.


3. Order your do to list from most to least important

Colour code your to do lists into high, medium and low importance tasks. That way you know how much time you can spare for what and what needs to get done right away.

Ask yourself: What are the top 3 tasks that I need to do every day of this coming week that cannot be compromised on at all?

Then: What are the tasks I have to do every day, but that I can be flexible on time with

Finally: What are the tasks I need to get done but can move to a time when I’m not so busy

Remember not to have too many things to work on at once, because you’re only one person and you can only honestly do so much. Which brings me to the final point.


4. Consider outsourcing the tasks you consider mundane to another VA

As an entrepreneur or freelancer, or even if you’re a VA yourself, you can still hire another VA to help you out.

Everyone has their own speciality and zone of genius so chances are, your mundane tasks are someone else’s bread and butter.

Don’t outsource for the sake of it but if you find yourself truly unable to keep up, as there will inevitable come a point in growth where we all are, we as VAs know better than most that it’s okay for entrepreneurs to ask for help (we wouldn’t be in business otherwise!)


What are some business strategies that you use to streamline your systems? Let me know in the comments below!

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