The document discusses how to avoid overwhelm as a virtual assistant by providing tips for good project management habits including managing email, calendars and tasks, as well as a three step approach to staying organized, it also emphasizes the importance of using a project management system to plan, organize and manage projects in order to be successful.

1. Avoid Overload –
Project Management for
Your VA Business
The tips and tools you need to stay focused and productive in
your VA Business.
Presented by:

2. My Story:
Why I Became a Virtual Assistant
•Lived through overwhelm as an
executive director.
•Wanted to help small business get
as much work/life balance as
possible.
Christine Morris

3. •Started small with a few •Became overwhelmed
projects. when life got in the way.
•Quickly got a major client •Family illness.
and grew into being an •Natural disasters.
“Online Business •Death of a close friend.
Manager.” •Reinforced my need for
•Opportunities were systems.
opening up!
•Working with peers and
mentors.
VA Overload Almost Destroyed My Business!

4. How I Kept it Together in a Time of
Massive Stress
•Got Systems in Place
•Supported by a Great Team
•Relied on a Project Management
System
•Procedures
As a result – I was able to take a
vacation after that trying 3
months…with no worries!

5. Causes of VA Overwhelm:
Chaos often breeds life,
when order breeds
•Taking on a new client habit.
•Poor time management
•Lack of boundaries -Henry Adams
•Lacking systems and procedures
•Poor expectations
•Personal stress
•Family events
•Natural disasters
•A much needed family vacation

6. You need to Project Management:
develop a mind
like water…being The discipline of planning,
ready and organizing and managing
responding resources to bring about the
appropriately. successful completion of specific
project goals and objectives.
Your whole life is a project!

7. Setting Good Habits

8. Managing Your “Stuff”
We’re always collecting information:
•Mail in your Inbox
•Thoughts and Ideas
•Notes
•Business cards
•Paperwork
…the list goes on and on!
Finding the right tool is essential.

9. Managing Your Email Inbox
Don’t let email suck your day
away! Set a schedule and set up
tools to help you streamline
time.
Inbox Zero is Possible!
Tools to Use
•Folders and Filters –
reading folder/ unsubscribe
•Rapportive
•Wise Stamp
•Boomerang
•Canned Responses

10. Calendars and Tasks
Your Tools Need To Be Available
when and where you need them!
•Your Calendar is reserved for date
specific or time specific items.
•Your Task List is to get everything
out of your head.

11. Files and Paper Management
•Use a small accordion file.
•Tickler file for additional
paperwork.
•Dropbox for electronic files.
•Keep your files organized!

12. Overcoming Overload

13. How to Start Overcoming Overload
1. Collect.
2. Process.
3. Review and Do.
No matter where you are now,
you can get where
you want to go.

14. Step 1 - Collect
1. Collect all the stuff you
need to focus on.
2. Block out time to work
through everything.
3. Avoid distractions.

15. Step 2 – Process
Do
Delegate
Defer

16. Step 3 - Review and Do
Your work now falls into one of
three categories:
•Pre-Defined Work
•Work that shows up
•Reviewing and defining your
tasks

17. The Three Steps to
Successful Project
Management

18. Project Management
There are three stages of successful
project management.
•Planning
•Organizing
•Managing

19. Planning
These questions help you
understand the project and your
client.
•What is the project?
•Why are we doing the project?
•Who will be involved?
•What is the timeline for the
project?

20. Organizing
•Map out the project with all the
milestones and tasks.
•Check in with the team on
availability.
•Set expectations with the team
and client.
•Remember to be flexible.
•Set up your project management
system.

21. Managing
•Delegate clear objectives and
deadlines.
•Communicate clearly and often.
•Empower the person.
•Follow-up.
•Be a problem solver.
•Wrap up and lessons learned.

22. Where Projects Go Wrong
•Poor planning.
•Unrealistic expectations.
•Not enough resources.
•“Shiny Object Syndrome”
This doesn’t have to be you!
A project management
system can save you from
all of this – and keep you
out from overwhelm.

23. Your Project
Management System
is a Toolbox.

24. Your Project What to look for:
Management
 Online based.
Tool is Your
 Easy to use.
Business  Inexpensive.
 Ability to have multiple projects.
 Ability to have multiple users.
 Clients & team can login and update.
 Ability to share & store files.
 Ability to store passwords.
 Calendar.
 Recurring tasks.
 Email notification.
 Mobile access.

25. Setting Up Your Project Management System
•It’s important to get
set up correctly, from
the start.
•Don’t try to combine
projects within a
project.
Example from BaseCamp

26. Other Project Management Options
Example from Central Desktop

27. Starting Your Project Plan
•Note any key dates on your calendar.
•Assign milestones
•Set task lists for each milestone.

28. Scheduling Your Project
•Assign dates and assign team members.
•Link tasks that are dependent on one another.

29. Tracking Your Project’s Progress
Example from Central Desktop

30. Your Plan for Ending Overwhelm
Set Good Habits:
•Manage your email inbox.
•Use a separate calendar and task list.
•Create a system for your paper files.
Follow the Three Steps:
1. Collect.
2. Process.
3. Review and Do.

31. Your Plan for Ending Overwhelm
Manage Your Projects by:
•Planning
•Organizing
•Managing
Find a Project Management System You Love – and
Use it Each and Every Time.