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5 Tricks to Managing Projects for Multiple Clients

project managementAs your virtual assistant business grows, you’ll most likely end up managing projects for multiple clients. It’s great to have the work, but it can also make it hard to know what to do next. All of the ongoing projects can easily overwhelm you. But don’t give up. There are a few tricks you can use to manage those weeks (or months) where you have multiple projects going on.

Rank your projects.

This requires creating a list of your current projects. Once you’ve made your list, look it over and begin ranking projects by urgency. For example, mark all of the projects that must be done by the end of the week with an asterisk. Then mark projects due next week with a square. Doing this will help you clearly see what needs to be done right now and what can wait until later.

Focus on one client at a time.

Very few people can effectively multi-task. Unless you’re one of them, try to sit down and focus on just one client right now. You don’t have to dedicate your whole day to working for this one client. But do try to dedicate an hour or two to working on their project. You’ll feel more relaxed once you get the most urgent projects taken care of so always start with those.

Batch small tasks.

Sometimes, you’ll have to do the same task for different clients. You might have to update a client’s website to the latest version of WordPress or clear spam comments from their site. Instead of spreading these tasks throughout your week, do them all at once. Batching work like this keeps you from interrupting your work flow to handle small tasks.

Keep track of deadlines.

When you’re juggling multiple deadlines, it can be easy to let one slip. A good way to avoid this is to note project deadlines on a calendar. Whether you choose a desktop calendar where you write down the deadline or a virtual calendar that you can access on the go, it’s important that you know when your next deadline is.

Send out status emails.

Even clients that take a hands-off approach want to know that you’re still hard at work on their project. A quick way to let clients know that you haven’t dropped the ball is to send out a status email. It doesn’t have to be a long email but mention what you’ve been working on and how it’s coming along. Many virtual assistants pick one morning a week to send out their status emails to all their clients. Your clients will be happy because they’ll feel like their project is still your top priority and happy clients will be more forgiving if you do drop a ball later on.

Juggling multiple projects can be tricky but it’s an essential skill that every successful virtual assistant needs to learn. You can use software, project management systems, and more to help you work on everything without confusion. But remember, these tricks will only help your business if you implement them.

About Stephanie Watson

Mom | Wife | Virtual Assistant | Content Strategist
Stephanie has been working from home for over 20 years as a virtual assistant, template bender, and content writer. She's currently transitioning to business coach. You can learn more about her at her website

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