Does your inbox pile up whilst you are away on holiday? Do you have a strategy to manage this? Take a look at my tips here.

1. A Common
Cry For Help
(inboxes and
systems)
- And Why!

2. The following email come in last
week and it’s something I hear
constantly …
hey, I’ve been there too!

3. “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

4. I have thousands of
emails that need filing
or deleting I want to
use Workflow Max to
file them by client
and job….

5. 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

6. With the question:

7. 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.…….

8. “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…….”

9. “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! …..”

10. “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.”

11. the first email can be
avoided
Whether you use a VA or not…

12. Find a project
management system
that works for you
Take a look at some ideas here
http://www.yourva.co.nz/tools-to-
make-you-work-smarter/

13. Spend some time
upskilling yourself
on using the PM
system

14. client details,
templates and
existing
docs/jobs/workflows
Input

15. Start using
your project
management system
to communicate
from

16. Plan client time,
emails, working on
your business,
marketing…
Set up your calendar

17. If it isn’t already….
spend some time
organising your
inbox

18. Like I say, I’ve been in overwhelm....
So what do my team and I do?

19. to manage all client projects
and it has changed how we
do business
We now use

20. 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

21. I wouldn’t go back
to our old system for
all the tea in China!

22. So, if the first email sounds a
bit like you…
there’s light at the end of the tunnel

23. Stop Breathe Change

24. 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

25. For the full
article:
http://www.yourva.co.nz/inboxes-systems/