Savvy Systems Means More Pro.fits

Savvy Virtual Assistants setup and implement systems to run their business.  Using systems consistently will allow you to work as effectively and efficiently as possible.  The more you can systemize, the more you can monetize!

Systems are the key to your business organization.  It’s a way to ensure that you create consistent high-quality results in everything you do.  This includes bookkeeping, communication, administrative,  client support and marketing.  Whether you realize it or not, you probably already have a system in place for all of these things, you just haven’t gone through the process of actually documenting them.

Documentation is the key to helping you streamline your processes so that you get better at doing things more quickly.  Once you document your processes for how you handle different tasks, you’ll begin to see how you can either automate them or outsource them.   This will free up time for you to spend on the two most important things:  client work and marketing your business.

Another benefit of setting up systems and embracing technology to help you run your business is that your clients see that you are a true professional.  When you invest the time, money and technology to run your business efficiently, you demonstrate that you are running your business like the CEO of a large company rather than a small local business owner who just gets by.  This sets you apart from your competition and makes you a more valuable and respected VA.

Think about it, “Why would a client pay you top dollar for your services, if you don’t demonstrate that you are the absolute best choice?” When clients see that you invest money in your systems which helps you work more efficiently with them, they will gladly pay you what your worth because they know they are getting the best service possible.

Setting up systems and embracing technology uniquely prepares you for something else:  growth with your client.  As your relationship grows with your client, they will see you not only as their skilled Virtual Assistant, but as a trusted advisor.  And when it’s time for them to grow their business by expanding their  services or looking at other solutions, they will feel comfortable coming to you for help.  That trust can only be earned by someone who can offer solutions to what the clients’ needs.

At this point, you may be asking yourself, “So where do I start?”

The best place to start is right now, and start documenting your tasks for a couple of days.  Once you start writing things down, you will see some areas where you can maximize your time by “batching” tasks together.

For example, if you read email every 15 minutes, you probably waste a lot of time reading emails and responding immediately.  This is ineffective for two reasons:  one, you are constantly reading emails and never get into a good rhythm for completing client work and two, you set an unrealistic expectation for your clients about when you’ll respond to them.  If you always reply immediately, a client may start to get impatient with you if you take more than a couple of hours to address their needs.

You can resolve this issue by putting a system in place to set aside specific times of the day to read and respond to emails.  This will allow you to schedule time to review emails and respond so that you free up time to schedule actual client work.

You can also embrace the technology within your email settings to be even more efficient.  For example, you can set up rules that automatically filters specific emails (like newsletters) into a folder.  This helps you control the clutter of your Inbox and you know where to find the newsletters when you have a chance to read them.

These are just a few examples of how you can begin to create systems in your Virtual Assistance business.  Once you get some practice with creating systems and using the technology to help you work more efficiently, you will be pleasantly surprised and how much “FR*EE” time you have available.  Now, you’ll be in a position to use that time to grow your business, work with more clients or take a well-deserved break!

I would love to know your thoughts on what systems you have in place in your business or how you plan to integrate this strategy into your day-to-day operations.  Post your comments below, OK?