A Common Cry For Help

(inboxes and

systems)

- And Why!

The following email come in last week and it’s something I hear constantly …

hey, I’ve been there too!

“I am on holiday returning to work Monday but I have been thinking a

lot about organising and wondered if u can help me and what sort of

cost? ….”

The Email

I have thousands of emails that need filing or deleting I

want to use Workflow Max to file them by client

and job….

In summary the email further went on to say:

• Admin lady isn't good with managing client database

• Need to schedule everything in calendar including lunch and gym

• Work too much

• Spend so much time on non chargeable work

• Been two years like this now

• Haven’t had a quiet time to do tidy up and set up systems

• Wants to switch to office 365 but wants document management per client to be spot on

• Struggles with no discipline in smaller business

With the question:

Can u help?

Imagine this email instead

“I’m returning to work on Monday and can’t wait!  Thanks so much for organising things

while I’ve been gone … it’s so great to only have today’s

emails to deal with in my inbox and the folders work a treat.…….

“I’ve had a quick look in WorkFlowMax and can see

you’ve managed to pull all those documents against relevant

clients, yes … we’ll send out that newsletter this week and use the survey to update our CRM…….”

“I see you’ve scheduled Monday for me to use

to catch up with what’s happened in

my absence, with client work all day

Tuesday and Thursday … how did you manage

that! …..”

“I just wanted to say thanks so much, what a change to come back to a totally organised

workflow and not feel like I’ve forgotten something … or worse,

total overwhelm.”

the first email can be avoided

Whether you use a VA or not…

Find a project management

system that works for you

Take a look at some ideas herehttp

://www.yourva.co.nz/tools-to-make-you-work-smarter

/

Spend some time

upskilling yourself on using the PM

system

client details, templates and

existing docs/jobs/workflo

ws

Input

Start using

your project management

system to communicate

from

Plan client time, emails, working on

your business, marketing…

Set up your calendar

If it isn’t already….

spend some time organising your

inbox

Like I say, I’ve been in overwhelm....

So what do my team and I do?

to manage all client projects and it has

changed how we do business

We now use

Set up &

Allocate

• We set up a project• Then allocate it to the contractor with the skill set

Store &

Track

• All documents stored within the project• All communications (internal and external) are made from within

the project (Imagine all the emails this keeps out of our inboxes!)• Time is tracked within the project

Follow Up

• PWF makes sure we get reminders for follow ups• And has the relevant quality control task

Invoice

• Super easy to invoice once the project is finished • Super easy for our team to generate their invoices each

fortnight

I wouldn’t go back to our old system for all the tea in

China!

So, if the first email sounds a bit like you…

there’s light at the end of the tunnel

Stop Breathe Change

Who Am I?

/yourva.co.nz

I’m Justine Parsons, proud owner of Your Virtual Assistant

It’s my job to make your business run smoother and be more productive

/yourvaconz

nz.linkedin.com/company/your-virtual-assistant-limited

For the full article:

http://www.yourva.co.nz/inboxes-systems/