I’m a successful freelance Virtual Assistant working from my East Devon home. For over 15 years I worked in the ‘corporate world’ as an employee, and in 2020 I gave that up to create Pavilion VA. Now I’m hired to provide businesses support and virtual admin skills businesses need - wherever they may be!
What does it take to be a Virtual Assistant?
One of the most important deciding factors to become a remote VA was to have the flexibility to be able to support my family. As a military partner, my other half is often deployed with the Royal Marines and has to leave without notice. I spend a large part of my life balancing the management of my business with our personal lives. It can be difficult at times, and hard for people on the outside to comprehend the pressures this can bring.
No two days are ever the same as a Virtual Assistant and this is what I love about it. I keep a schedule to plan ahead, but sometimes I need to be reactive. VA work requires flexibility, excellent organisation and time management skills.
Dedicated inspirational spaces create productivity.
My office is in the spare room of our ‘Married Quarter’ (housing dedicated for Armed Forces families). I have created a dedicated space with a desk with two screens, printer, MacBook cradle and storage for stationery (all administrators love stationery!) An absolute must for all Virtual Assistants is an ergonomic chair - don’t forget to look after your health and safety just because you’re working from home!
My MacBook Pro - another of my ‘must have items’ - gets connected to my desk screens and used with a keyboard and mouse. Again, comfort is everything!
I work better in the right surroundings. To create the ‘mood’, I have plenty of natural light from the window or my new soft lighting, a picture wall in front of me to inspire creativity, a natural oil diffuser and my dog, Boyd, at my feet. (Boyd loves to keep me company, or people watch if I’m super busy and can’t give him a fuss… He also loves Zoom meetings!)
“Fantastic achievements come from great beginnings”
It’s imperative to be in the right ‘frame of mind’ and I am a believer in the power of positivity and the potential of mindfulness. Before I start work for the day I enjoy a cup of tea, meditate and take Boyd for a walk. I use this time to fuel my mind, before I eat breakfast to fuel my body.
The first hour of my day is a Power Hour - this is where I take the time plan and prioritise. I check my email inbox, along with the various inboxes of my clients. I also log into Microsoft Teams to check for direct messages.
Whilst I scan any messages I start forming a ‘To do list’. As a lover of fine stationery, nothing beats an old-school pad and pen to formulate a plan of action! I also use planning software, such as Trello for task management or ongoing client projects.
At the beginning of each week I review all of my Client’s calendars to ensure I am prepared for any meetings; I use a whiteboard to note the day, time and attendees - this allows me to refer to it. When you have multiple clients, you have to proactively plan ahead to ensure that you are aware of their schedules.
Prioritising and Organising - how I plan my day.
I create ‘time blocks’ based on my ‘To do list’. This involves allocating a set amount of time to each Client or project. I plan each day, and there will be repetitive or ongoing projects to factor in along with new urgent tasks to consider.
Clients with a retainer package will always be a priority - When you pay for a ‘retainer package’ you aren’t just getting a better fixed rate, you’re reserving my time in advance (for Virtual Assistant pricing information, see here.)
On Mondays I have 1-1 meetings with clients to plan their workloads for the week. I like to keep client work and meetings to a minimum on Fridays, allowing me time to complete my own administration - such as planning and scheduling social media marketing, finances and business growth strategy.
I’m very strict about time-boundaries and my clients respect this. I work 9am-5pm, Mondays to Fridays and ensure I take lunch to avoid strain and fatigue. I take advantage of being able to prepare a meal at home and spend time with Boyd. During lunch I have a ‘no phone’ policy and instead take time to read or listen to music.
There’s nothing better than ticking off the ‘To do list’ to make you feel like you’re having a productive day. Trello is also fantastic software for time management and I also track my time using my own invoicing software. I reflect throughout the day to see if I am on target and email myself with any ongoing tasks or projects so they can be tracked.
Being a remote assistant takes discipline. I avoid household distractions by working in my dedicated office, leaving my phone outside and sticking to my daily schedule. If I do find myself becoming distracted it is time to step away, take a short break with a cuppa, and return with a refreshed state of mind.
Clients are individuals and as a VA I feel it's important to respect their preferences for communication.
Clients can contact me via phone-based apps (WhatsApp, Messenger); PC (email, Zoom, Teams) or via the phone - whatever is best for them. As long as it’s within my working hours, I’ll be there for them to deal with any emergencies. For example, one of my Clients’ trains was cancelled at short notice so he contacted me via Whatsapp. It was an easy situation for me to resolve, but the outcome for my Client could have been severe if I wasn’t on hand to assist.
Preparing for a remote meeting with a client isn’t any less important than preparing for a meeting in-person.
Focused meetings are vital to manage time. I always prepare an agenda and a list of objectives to make full use of both mine and the client’s time. Zoom is my preferred method, (it’s got some great features like screen sharing) but I’m happy to use Teams for those clients that have it. Sending out invites ensures it’s on the client’s calendar and they have access to the meeting code.
What does a Virtual Assistant do?
Ever found yourself wondering how to become a Virtual Assistant or what does a Virtual assistant entail? The answer is anything and everything administrative - it really depends on what your client wants. For me it’s email and calendar management; minute taking at meetings; corporate expenses; creating travel itineraries and making travel bookings; and anything else my clients may need me to do! Some of the tasks a Virtual Assistant can do and my full list of services can be found here.
The importance of a work/life balance
Usually my working day finishes by 5pm and I switch off the emails, leave the MacBook in the office and I shut the door. It would be too easy to work more hours than I am contracted for and again, this is where the discipline comes in. If I do have a deadline or project then I may return back to the office in the evening, but this is rare.
I practice yoga for 10 minutes a day to combat the stiffness from working at a desk. Outdoor pursuits are really important for my physical and mental wellbeing and we live in a stunning part of the country; the moors and coastline are on our doorstep, so at the weekend I can spend hours exploring with the dog and my partner when he is at home (this is what I especially miss when he is working away for many months).
If you are considering what a Virtual Assistant can do for you, or how to get a Virtual Assistant, please contact me for a free discovery call to find out more.
Thanks for reading!
Amanda Watson
Founder & Virtual PA at Pavilion Virtual Assistance
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