For many people, the idea of having enough time to accomplish everything on their to-do list is a fantasy. One of the most common challenges faced by freelancers particularly those in administrative assistant positions is managing workflow. If you’re operating in a position where you have a great deal of autonomy over your schedule, this may sound like an ideal predicament.
However, even with flexibility, there are some recurring issues that can stand in your way. It’s important to be mindful not only of what you need to do each day but how you intend to divide your time and how it will affect the overall momentum of your business. In this article, we’ll explore options for managing workflow and offer suggestions for staying on track with projects and assignments.
| Takeaways |
|---|
| Effective workflow management is crucial for freelance administrative assistants. |
| Clear communication and collaboration with clients or executives are key to building efficient workflows. |
| Utilizing tools and technologies can streamline processes and enhance productivity. |
| Preparing for working with virtual assistants and delegating tasks can help manage workload effectively. |
| Time management and prioritization skills are essential for successful workflow management. |
Create A System That Works For You
You’ll want to be sure you have a system that works for you. There are many ways to stay organized, but it’s important to pick a method that aligns with your personality and work style so that you can maintain it long-term. Some people like calendars or notebooks, some people like apps or software, and some people just like sticking notes all over their walls. Whatever works for you is good.
Additionally, don’t try to do everything at once plan ahead and prioritize tasks. You may also find it helpful to determine which activities energize you versus which ones drain your energy are there certain activities on your list that would be better handled when you’re feeling refreshed? And finally, make sure you’re charging appropriately for your skillset. Don’t sell yourself short.
If you’re looking to pay the bills while working as a freelance administrative assistant, our guide on how to get a freelance customer service job can provide valuable insights and tips.
Stick To Your Routine
One of the best ways to stay on top of your workflow is to stick to a routine that keeps you organized and focused. A good routine can help you manage your time wisely, help you prioritize your tasks, and get you in the right mindset for working.
Once you’ve set up an effective routine, make sure that distractions are minimized so that they can be followed easily. As a freelancer, this means blocking out time slots during which all social media notifications should be turned off or muted. You should also avoid doing housework or running errands during these periods unless necessary. By taking the time to create and stick with a schedule, you’ll become more productive in no time.
Know When To Turn Away Work
Turning down work is never easy, but sometimes it’s necessary. It can be tempting to add more clients and projects to your roster once you’ve found a groove, but doing so can lead to burnout and if you’re burned out, how will you put your best foot forward for all the people who are counting on you? Also, keep in mind that an overwhelmed freelancer just isn’t helpful to anyone. When evaluating whether additional work is possible, keep these things in mind:
- Don’t commit to more than you can handle. This one seems obvious, but it’s so important that it bears repeating.
- Don’t worry about losing work to someone else. You don’t have deadlines or projects assigned to other people you only have what’s on your plate right now. And right now, there’s no time for anything extra!
- Don’t overbook yourself and then drop everything at the last minute when a “real” emergency comes up.
- Don’t get burned out and start giving less than your best effort this means being aware of not only how much work you’re taking on, but also what kind of work each project entails and how long it might take you to complete it successfully
Efficiency is crucial in freelance customer service. Discover the best tools, apps, and services that can streamline your workflow and enhance your productivity as a freelance customer service representative.
Exercise Regularly And Get Enough Sleep
Don’t forget to exercise regularly and get enough sleep. It seems counterproductive to suggest that you should spend your valuable working hours at the gym, but exercise and rest are important for both productivity and health. A good night’s sleep allows the brain to process information more clearly, while exercise can give you the energy you need to complete tasks with a greater sense of focus.
Not only that, regular physical activity is good for your mind as well as your body: it can help manage stress, which we all know can be a freelance administrative assistant’s worst enemy. Getting enough sleep and exercising regularly might just provide the extra boost in productivity you’ve been looking for (while also improving your immune system it is a win-win situation).
As an administrative assistant, managing your workflow efficiently means taking care of yourself first and by putting these tips into practice, you’ll be well on your way to making that happen.
Keep A Calendar Or Planner To Keep Track Of Your Projects And Deadlines
You’ll save yourself a lot of stress and worry if you use a calendar or planner to keep track of your projects and deadlines. Set reminders ahead of time so that you know when work is due and then make sure to give yourself enough time to complete the project. If you’re not sure how long something will take, take extra time. You can always deliver early and then change the deadline for future projects based on your experience with that client.
Also, be sure to put in some items that aren’t work-related time for lunch, exercise, leisure activities, or anything else you enjoy doing outside of work. This will help your mind rest from all the details involved in juggling multiple projects at once for different clients as well as ensure that you’re taking care of yourself mentally and physically by setting aside time for self-care activities regularly. It’s easy to get caught up in chasing one project after another without stopping but you mustn’t overload yourself with too much work at once either.
Implement A Weekend Tech Policy And Disconnect When You Stop Working For The Day
Although it might not feel like it at times, freelancing is a huge privilege. It allows you to do the work you love with clients you care about on your terms. As an independent professional can tell you, though, working for yourself means there’s no one to make sure that things get done but yourself. There isn’t anyone around to make sure emails get answered or tasks are completed on time.
To prevent this from happening, it’s important that you stay as organized as possible and don’t let your inbox become an overwhelming behemoth of unanswered messages. Try implementing a weekend tech policy: When the clock strikes five on Friday evening, close all of your tabs and log out of Slack and email. And when disconnecting for the night (or morning), try taking time to unwind by doing something you enjoy whether that entails going for a run or diving into a new book
Make Sure You’re Charging Appropriately For Your Skillset
In your first year of freelancing, it’s important to make sure you stay on top of your pricing. Undervaluing yourself not only messes with the price structure in your industry but also leads to undervaluing yourself. If you’re having a hard time deciding what to charge, look at similar positions at companies within your industry and see what they’re offering.
It’s easy to think that charging less will attract more clients, but in actuality, it makes you seem less professional. No one wants an administrative assistant who is constantly underselling themselves; it’s better to get paid what you’re worth to continue growing as a freelancer and gain more experience.
For this strategy to work well for you, you’ll need to be aware of the market value for your skillset and be confident that you can deliver on any promises made by employers. It’s also worth keeping in mind that asking for more money isn’t just an affront against those below you it’s just good business practice.
Are you making common mistakes in freelancer customer support? Find out why and how to avoid them in our article on why you might be doing freelancer customer support wrong.
Always Be Courteous
It’s always a good idea to treat your clients with respect, even if they’re not living up to their end of the bargain. It’s important to be helpful, courteous, and polite at all times. You may also want to open yourself up to feedback from your clients. They’ll give you constructive criticism that will help you improve how you work as a freelance administrative assistant.
A good way to incorporate this is by offering suggestions of your own and asking if they would like any help on anything outside the scope of your job description. Be sure not to talk down at them or make them feel unwelcome, but instead offer support in a friendly manner that makes them feel comfortable about hiring you for future projects!
As long as you keep these tips in mind, you should have no problem managing your workflow as an administrative assistant with ease.
Start With A Suitable Workspace
There are a few ways you can set up a workspace that will optimize your workflow.
First, make sure your workspace is comfortable and ergonomic. If you work from home, consider getting an adjustable desk so that you can alternate between standing and sitting while working. Additionally, get a supportive chair if you’re going to be spending all day sitting down.
Second, if you work from home, make sure to have a dedicated workspace separate from where you relax or sleep. It’s usually easiest to use a spare bedroom as your office space if possible. This helps invigorate your sense of purpose; when you walk into this room in the morning, it may feel more like “going to work” than simply turning on your computer in the living room would feel.
Third, make sure you have any tools available that will help facilitate effective administrative work (e.g., paper for note-taking; pens and highlighters for keeping track of things on paper).
Underpromise, Overdeliver
A key component of being a successful freelancer is setting realistic expectations. This can be difficult to do, especially when you’re just starting and don’t have much of a track record. Some clients are inclined to take advantage of newbies who aren’t confident enough in their abilities to set clear boundaries or ask for help when they need it. You should avoid these clients at all costs, but it still makes sense to err on the side of caution when discussing deadlines and deliverables.
Underpromising and overdelivering this is an important principle in any business but is particularly relevant for freelancers managing client relationships that require frequent communication and collaboration.
When you underpromise, you have built-in wiggle room if your initial estimates were off base or if you run into unforeseen problems along the way. When you overdeliver, your clients will be pleasantly surprised by additional features or benefits beyond what was originally expected. Occasionally providing unsolicited progress reports also helps with this as well because it shows initiative on your part as well as your commitment to reaching the finish line on time (or ahead of schedule).
Use Your Organization Skills To Stay Organized
In most cases, the reason your clients are hiring you as an administrative assistant is that they need help with organization. Make sure that you are using your organizational skills to stay on top of everything you have going on.
For example, use a planner or calendar app to keep track of appointments and deadlines, a daily task list to make sure you don’t forget any tasks, and a task management app like Asana or Trello to help organize your workflow and collaborate with your team. If you work primarily from home, use file folders for paperwork and email folders for your emails so that everything stays neat and easy to find.
As a data entry freelancer, it’s important to be aware of common mistakes to improve your efficiency. Learn about the 13 mistakes data entry freelancers make and how to overcome them for a more successful career.
Be Transparent When Asking For Help
When the situation arises that you need help, be transparent about the problems you’re having. If you’re a freelancer, there’s no need to go it alone when your clients start piling up.
First and foremost, if your client asks for something or assigns a task to you but you don’t know how to do it, ask them instead of trying to figure it out yourself or resorting to Googling.
This is not only a waste of time (yours and theirs) but will likely frustrate your client if they have to explain the project all over again or it turns out that what they needed was completely different from the tasks Google told you would solve the problem. Don’t do this! It won’t make your clients think highly of your administration skills.
Keep Your Clients Involved In The Process
Your clients will be happy, and you will be happier if your client stays involved in the process. Even if you are an experienced administrative assistant, your clients may have a preference for how they like things done. If they don’t get involved, you may complete work that requires revision because it was not done to their liking.
Keep your client informed of what’s going on and where you are at in the process. Make sure to ask them how they want things done and when that is not possible, seek approval for decisions you have made about the task at hand. This can get tedious sometimes but it is much better than wasting time redoing work or having your client frustrated because their expectations were not met.
Be Flexible With Your Schedule And Deadlines
As a freelancer, it’s your responsibility to manage deadlines and deliverables on your own. You may find that there are times when it’s just not possible to meet a specific deadline without sacrificing the quality of your work and in those instances, you will have to be flexible with how you manage your time.
This is why it’s important to be realistic in your estimates and allow some buffer time in your schedule so that you can hit deadlines consistently and maintain a positive relationship with clients. If something comes up that’s likely to cause delays or setbacks, communicate clearly with the client as soon as possible to avoid last-minute changes or emergencies.
It’s also useful to try and avoid working at an impossible pace: if clients keep asking you for more work than you can feasibly handle on top of everything else, say no! Every once in a while it’s okay for you to give yourself a break too.
Invest In Yourself At Regular Intervals
Another great way to ensure that you are keeping your business on the right path is to invest in yourself at regular intervals. This means investing in your growth as a professional.
This could mean taking an online course, reading a professional development book, or joining a professional organization. It could also mean regularly researching what’s happening in your industry and who the industry leaders are. Investing in yourself could mean having a mentor or hiring someone who can be your coach.
No matter how you want to invest in yourself, make sure that you do so at regular intervals so that you can continue growing and developing as an administrative assistant and small business owner.
Work On Your Communication Skills
Communicating effectively is essential for freelancers. Whether you’re a freelance administrative assistant or working in another industry, communicating with clients and colleagues is an important part of the job. You need to be able to express your thoughts clearly and concisely through email, on the phone, in meetings, and written reports. You also need to know how to listen.
Listening skills are vital because they help you better understand what someone else’s needs are. Only then can you respond appropriately by providing polite feedback that will please your client or boss without offending them. It’s also important that you master the art of constructive criticism so that you’re able to give well-meaning feedback about someone else’s work without hurting their feelings or causing resentment.
And don’t forget: accepting criticism from others is just as valuable as giving it. Learning how to take on board advice from others will enable you to improve your communication skills over time and can open up new development opportunities.
To thrive as a freelance administrative assistant, it’s essential to possess the right skills. Explore our comprehensive guide on the top 14 skills needed for a successful freelance administrative assistant and elevate your professional capabilities.
Closing Thoughts
Working from home doesn’t have to be lonely or overwhelming if you implement strategies to keep you organized and focused. It’s easy for it to feel like your work-life balance is out of whack, but by establishing and maintaining boundaries, you can help keep a healthy equilibrium.
For example, don’t answer emails or texts outside of normal business hours unless it’s an emergency. If a client expects an email response at 11 pm and it isn’t an emergency, they are being unprofessional. Time management is critical: prioritize tasks throughout the day so that the most important ones get done before the deadline, and then everything else is gravy. It’s also perfectly acceptable to say “no” now and then if a potential client asks for too much work at too low of a price point, politely decline their offer.
By setting up boundaries in this area, you’ll have time left over each week to enjoy yourself. Your work as a freelance administrative assistant will go much more smoothly if you address your workflow issues head-on. Give yourself a daily schedule and make it easy for clients to give you the details of their tasks so that you can get them done quickly and efficiently. Once they see how well you’re handling your workflow, they’ll likely be eager to pass on more projects to you, which will mean more money in your pocket.
Further Reading
Here are some additional resources that you may find helpful:
Building Effective Workflows with Your Executive: Learn how to create efficient workflows and collaborate effectively with your executive.
4 Tips to Help You Prepare for Working with a Virtual Assistant: Discover useful tips for preparing yourself and maximizing productivity when working with a virtual assistant.
Time Management Tips for Virtual Assistants: Explore effective time management strategies specifically tailored for virtual assistants.
People Also Ask
What Is The Best Way To Manage Your Workflow As A Freelance Administrative Assistant?
One good step is to set aside time in your day for specific tasks. For example, you might want to dedicate your first hour of the day and the last two hours of the day to working with clients. In between, you can use that time to do other administrative tasks, like sending invoices or paying bills.
How Do You Manage Your Time Efficiently As A Virtual Assistant?
The key here is staying organized, both mentally and physically. If things start piling up in your life around you be it a disorganized desk or an ever-growing list of responsibilities it’s easy for those things to start weighing on you and disrupting your ability to focus on anything else. Take it from us: make sure that whatever space you work in allows for organization, whether that’s buying organizational tools or just making sure not to bring too much stuff into one space.
Also, make sure that everything you’re working toward has its designated place, so if someone asks about something important like a client invoice, there’s no risk of forgetting where it is or wasting time looking for it. You’ll be amazed at how much more efficient this makes everything!
How Do You Organize Your Work As A Virtual Assistant?
As we said above, the organization isn’t just about physical objects; the mental organization is equally important! We recommend keeping track of all the different kinds of tasks that fall under “work,” because they may not be things you would think of right away like emails and phone calls.
Have another category specifically based around “things I don’t want to forget,” which includes things like purchasing office supplies and paying invoices by certain dates (and knowing how often those are due).
What Are Some Tips On How To Help An Administrative Assistant?
Be patient, mention if you’re going out of the office for lunch or otherwise unavailable, and keep a positive attitude when asking for assistance. Don’t forget to say thank you.
What Are Some Tips For Administrative Assistants?
Always ask what sort of assistance your boss needs before doing anything without being prompted. This can help avoid awkward situations in which you may have misunderstood their request.
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