With the rise of virtual assistants, freelancers have been able to find work more easily than ever before. If you’ve recently started working as an administrative assistant for a remote employer, however, it might be difficult to stay on top of your responsibilities and tasks. That’s where this guide comes in.
In this article, we’ll cover everything from how to set up your workspace at home to how to communicate with your boss effectively. By the time you finish reading this guide, you should feel confident that you can manage your time well while working remotely.
| Takeaways |
|---|
| Efficient time management is crucial for freelance administrative assistants. |
| Prioritize tasks based on urgency and importance to maximize productivity. |
| Utilize productivity tools and techniques to streamline workflow. |
| Set clear boundaries and practice effective communication to manage interruptions. |
| Strive for work-life balance by prioritizing self-care and establishing a healthy routine. |
Automate, Automate, Automate
There are few things that busy administrative assistants hate more than repeating the same tasks day in and day out. Though many of these actions are essential to the basic functioning of our businesses, they can eat away at what precious little time we have.
Luckily, as automation has become more sophisticated, there are now a plethora of options available to help streamline repetitive processes. We’re going to talk about them here. In no particular order:
Billing. There is nothing worse than having the unpleasant yet necessary task of invoice collection eat up your valuable time. Luckily, with software like FreshBooks, you can automate all steps related to this process from generating invoices and sending them out to clients on your preferred schedule to automatically following up when payments haven’t been received in a timely manner.
Social Media Maintenance. I don’t know about y’all, but scheduling social media posts is one of my least favorite tasks; I could waste hours per week posting for various clients if I didn’t use tools like Buffer or Hootsuite (which allow you to craft and schedule social media posts in advance). If you need something a bit more robust say, for helping manage influencer outreach or detailed analytics reporting services like Sprout Social may be ideal for you.
Email Marketing and Newsletters. If you manage client mailing lists (either for email marketing or newsletters), services like Mailchimp can help take some of the weight off your shoulders by allowing you to craft and send emails on a pre-scheduled basis.
They also offer detailed analytics reporting so that clients will be able to see exactly how successful their campaigns were! Plus they manage unsubscribing contacts from their lists; this is especially helpful because it means less work for us as admins without any loss in professionalism on behalf of our clients.”
Maintaining motivation is crucial for freelancers. Check out our guide on 11 Ways to Stay Motivated When You’re Freelancing as an Administrative Assistant to discover effective strategies and keep your productivity high.
Delegate Everything You Can
Delegate everything you can to anyone else. You’re not uniquely qualified to re-stock the fridge or make copies of the minutes from the last meeting, are you? No. So delegate those things to someone else who has the time and skillset to perform them well.
Make sure no one is wasting your time. If you’re in a position where you’ve been tasked with completing work that doesn’t require your specific knowledge, abilities, and experience, then it’s time to delegate it or pass it along to someone who has the capacity for doing it better than you.
You could also consider delegating tasks that fall outside of your comfort zone if a task makes you uncomfortable but would be easily accomplished by someone else on your team, consider delegating that task as well.
Make Smart Decisions About Your Tech Stack
You want to be selective about the apps you choose because getting bombarded by notifications from too many different programs can feel overwhelming. That said, there are some ways to use your tech stack to maximize efficiency so you can actually get more done in less time.
For example, a task management app should have features that let you easily create and prioritize lists so you don’t waste time figuring out what has to be done today versus tomorrow or next week. An email marketing app should let you set up templates that make it fast and easy for you to send out newsletters.
A calendar app should allow for color-coding appointments according to type or client that way when you look at your schedule for the day, you know what tasks need doing and who they’re for without having to read any of the details. A project management app might have built-in chat services; if so, this could come in handy when collaborating on a deliverable with a team member who works remotely (or something like that).
With enough research and patience, it’s possible to find software solutions that will help streamline your workflow without slowing things down in other ways like with long loading times or complicated interfaces that call for hours of training just so your employees can learn how to use them properly.
Find A Way To Manage Projects
If you’re lucky, you’ll work with clients who use an online project management tool like Trello or Asana. These programs provide a space for outlining all the moving pieces of a project, assigning tasks to team members, and keeping everyone on the same page.
But what if your client doesn’t have a process in place? Or what if they do, but it’s messy or disorganized? If they don’t have their ducks in a row, ask them to give you one hour at the start of your assignment to hash out any organizational issues. And should you be the one doing this organizing, create an outline of priorities, breaking down each step into manageable sections based on importance and deadline.
Remember that even if your client is paying you by the hour instead of by project (or even if they aren’t), it’s still up to you to keep track of your time and whether or not that task-by-task breakdown is actually feasible based on how long things might take in reality.
Want to become a highly effective administrative assistant? Learn the 11 Habits of Highly Effective Administrative Assistants that will help you excel in your role and achieve success.
Spend More Time On Income-Generating Activities
As a freelancer, you want to spend most of your time on income-generating activities. You should be spending as much time as possible on tasks that actually make you money, such as writing proposals or performing work for clients. Administrative tasks like invoicing and bookkeeping should be kept to a minimum.
To increase your hourly rate, you have to prioritize the tasks that will get you paid over those that are less important. Don’t spend hours scrolling through social media if you could be marketing yourself to potential clients instead.
Learn To Say No
As a freelancer, you’re no doubt familiar with the sensation of being overwhelmed. It’s important to learn how to say no, and how to do so without feeling like you’re offending someone.
Try saying the following: “Thank you for thinking of me, but I’m not available to take on new projects right now!” You can add a short explanation if appropriate (e.g., “I have three big projects coming up that I need this week to focus on.”), but don’t feel obligated to give one. Of course, there are times when you should absolutely take on more projects say, if your income needs a boost or if it’s a project that piques your interest.
Look at upcoming assignments and see when you could potentially add something else into the mix. If there’s an opening, great! If not? It might be better for both you and the person asking for help to say no than it would be for you both if they took on too much work and had to deliver subpar results.
Get The Tools To Help You Track Your Time
With all of these meetings, projects, tasks, and responsibilities swirling around, you may need a little help keeping track of everything. There’s a suite of tools out there to make your life easier. Here are some types of software you might want to consider looking into:
Time tracking software: This is the most fundamental tool for administrative assistants working with clients on retainer. It helps you track billable hours and see how that time is being spent each day.
Screenshot software: This can be helpful for taking user-friendly screenshots that show clients what you’re talking about when explaining something via email or in a meeting.
Document creation software: An office staple that enables your workflows and communications with clients (and ensures they always look sharp).
Spreadsheet software: Another one that allows you to organize data into easily readable lists. Learn shortcuts like the ones mentioned above so you know how to quickly navigate this type of software too!
Calendar software: The ability to schedule things quickly and clearly is a must-have skill as an admin assistant and this type of tool makes it easy. Simply create new events, invite attendees via email (for remote meetings), or sync up with other calendars like Google G Suite calendar if needed at all times throughout your day so everyone knows where they should be when it comes time for their next appointment or team meeting.
Efficient workflow management is essential for freelance administrative assistants. Explore our tips on How to Manage Your Workflow as a Freelance Administrative Assistant to optimize your productivity and meet deadlines effectively.
Schedule Your Time
To be effective at getting things done, you have to make scheduling a habit. Don’t just plan your day the night before or adjust your schedule when you get up in the morning schedule your time in advance, preferably at least a few days ahead of time. Establish a routine you can stick to and set deadlines for yourself so that you know what needs to get done each day.
Try not to procrastinate, even for fun activities these can wait until later, and having them on the calendar will help motivate you to work hard and finish tasks efficiently so that you can enjoy some leisure time once it’s scheduled as well.
Blocks Of Time
In order to make the most of your day and stick to your schedule, you’ll need to set aside blocks of time for different tasks. It can be helpful to think of your day as a series of blocks, or distinct groupings of time that may or may not overlap depending on the task.
A good chunk about half of your workday should be dedicated to completing work for clients. For example, if you have four clients total, one block might be dedicated to each client’s project. If you have more than four clients (you go girl!), it may be necessary to split up blocks even further by separating out tasks like research and writing from administrative duties like invoicing and running reports.
That will still leave plenty of time in your schedule for other important tasks like meal prep, housework, and leisure activities (don’t forget those!). You’ll also want to set aside a couple of blocks per week just in case something pops up with a client or another task spills over into more time than anticipated.
One thing that’s important is not overscheduling yourself so that you don’t lose sight of priorities. Before setting aside blocks for every single thing on your lengthy checklist, consider what’s most important and what needs immediate attention first. You’ll want at least two large chunks per week for things like interviews with potential new clients, networking events, and studying up on industry trends and news so that you can stay sharp in this fast-paced field!
Set Deadlines
If you’re anything like me, your first response to this advice is “Okay, but what the heck do I do if I don’t know how long it will take to get something done?” You might be thinking that your client or supervisor wants you to set a hard deadline, and maybe you’re right about that.
But here’s the thing: It’s not likely that anyone can predict exactly how long it will take any task to get done. So even if your client or supervisor asks for an initial estimate, you probably shouldn’t give them one unless you’ve already got a pretty solid idea of what needs to be done.
Set a date by which you expect to have the project completed. Then stick with it. This means avoiding distractions like Facebook and Reddit while working on the task (especially if they’re not relevant!). If something comes up that causes you to need more time than expected, try negotiating an extension with whoever would benefit most from having access before their current due date even if that person is just yourself.
To be a successful freelance administrative assistant, you need the right skills. Discover the Top 14 Skills required to thrive in this role and enhance your professional capabilities.
Determine How Long A Task Should Take You
When you’re working for yourself or a company that doesn’t have strict rules about how long each assignment should take, determining how long something should take becomes extremely important. Use this as an opportunity to evaluate your skills and decide what type of work will suit you best. For example, if you’re great at typing but not so great at filing, then focus on typing while letting someone else handle the filing part of the job.
Don’t Be So Hard On Yourself
For many people, perfection is the only acceptable standard for their professional work—but it’s not always possible to meet that standard. Don’t forget that you’re human and you make mistakes; it’s okay to accept this.
On the other hand, if you find yourself unable to laugh off your own errors and mistakes with your clients and co-workers, it may be time to take a step back and look for ways in which you can improve your organization skills at home or in the workplace in a way that better suits your personality.
Learn From Your Mistakes
Don’t spend too much time on a single mistake; Sometimes, you’ll make a mistake that’s small or easy to fix. When this happens, you should take care of it and move on as soon as possible. It may be tempting to beat yourself up over even the smallest slip-up, but doing so will throw you off your game. You won’t be able to give your best work if you’re distracted by thoughts of past mistakes.
Don’t make the same mistake twice; Once a mistake has been made and you’ve dealt with its ramifications, learn from it! If your manager tells you something is unclear in a document because she had to reread it several times and ask colleagues for clarification, make sure every piece of writing after that one is as clear as possible. That way, when you look back at previous work, it will still be good even if not every piece is perfect.
Providing exceptional customer care is paramount in freelance work. Learn valuable tips to deliver the Best Customer Care for your clients and build strong relationships that contribute to your success.
Final Thoughts
Time management is just one of the many skills that administrative assistants need to succeed. Hopefully, you’ve learned a few tips and tricks in this article that will help you when it comes to your career. One of the best ways to make sure you never fall behind on work or deadlines is to work with an administrative staffing agency. Have access to tons of admin jobs and never worry about where your next paycheck will come from.
Further Reading
Here are some additional resources for further reading on time management and productivity for assistants:
Time Management Tips for Virtual Assistants: Explore practical tips and strategies specifically tailored to virtual assistants to effectively manage their time and enhance productivity.
Ultimate Productivity and Time Management Guide for Assistants: Dive into this comprehensive guide that offers valuable insights and techniques for assistants to maximize productivity and effectively manage their time.
Executive Assistants: Strategies for Success: Gain valuable insights and strategies for success as an executive assistant with this informative article that covers various aspects of the role.
People Also Ask
What Are Some Good Time Management Skills?
Some good time management skills include things like being detail-oriented, making lists and schedules, taking initiative in planning ahead, being deadline-oriented but flexible, having strong interpersonal communication skills, being able to self-direct yourself while still valuing teamwork, prioritizing tasks in order of importance (both short term and long term).
Knowing when to ask for help from others with their expertise or advice rather than trying to do everything yourself (or waiting until the last minute because you thought what seemed easy at first was actually more complicated).
It also includes things like delegating tasks if needed (like giving assignments out instead of just letting everyone know about something that needs to be done). It’s important for managers who want their employees’ work hours spent productively without wasting resources on unnecessary items or services purchased.”
How Do Freelancers Track Time?
There are a number of ways you can track your time. Some people use software that allows them to clock in and out, while others use apps that help them keep track of how long they spend on various tasks. You could also just keep a notebook with you or set an alarm on your phone when you want to take breaks.
How Do I Improve My Time Management Skills?
The best way to improve your time management skills is by becoming more aware of how much time you’re spending on various tasks, so you can see where improvements need to be made. Use a timer or download an app that will help you become more aware of how much time it takes for certain tasks so that next time, you can plan accordingly.
How Do I Manage My Work And Personal Life?
It’s important to have boundaries between work and home life if possible, but sometimes this isn’t always possible when working from home as a freelancer. If this is the case for you, try scheduling specific times during the day when you are only doing work, such as from 9 am-12 pm or 1 pm-4 pm; then schedule other activities (such as exercise) for other times during the day when your schedule allows for it.
If this doesn’t work out well then try creating blocks of uninterrupted hours where nothing gets done except actual working hours anything else should wait until after these blocks end! This will help ensure that there are no distractions while getting things accomplished which can ultimately lead to better efficiency than before because less mental energy must be exerted towards worrying about outside factors instead of focusing solely on whatever needs attention at any given moment.”
Costantine Edward is a digital marketing expert, freelance writer, and entrepreneur who helps people attain financial freedom. I’ve been working in marketing since I was 18 years old and have managed to build a successful career doing what I love.