How to best manage your time and tasks and boost productivity as a virtual assistant

how to best manage time and task and boost productivity

Why is it important

Your success depends on how effectively you manage your time and maximize your productivity. In this blog post, I’ll explore some essential tips and strategies to help you best manage your time and elevate your productivity in the dynamic world of virtual assistance.

If you’re a virtual assistant, managing your time and tasks is essential to staying on top of your workload.
You might also be able to improve your productivity by using tools such as calendars, task management apps, and time-tracking software that help you get organized and stay on track throughout the day. By setting up processes and systems ahead of time, you can make sure that your work gets done—and stays done!

Create an effective routine

Set and manage your day.

As a virtual assistant, you have the freedom to set your own schedule. You can work when and where you want, but that doesn’t mean that you’ll always be able to stay on track with your tasks if you don’t have a routine or system in place.

To make sure that this doesn’t happen to you (and so that it doesn’t happen to me), here are some tips:

  • Set start and end times for the day–and stick with them! This way, there will be no question of whether or not something has been done yet because we all know what time we start our days at home (or wherever). If something comes up later in the day that needs attention right away (say an emergency client call), then by all means take care of it immediately; otherwise just focus on finishing up whatever task was at hand before starting anything new.
  • Use a calendar app like Google Calendar or Apple’s built-in Reminders feature so that everything gets tracked properly.
  • Set up routines for yourself and other members of your family who may need reminders about certain tasks such as taking out trash every Tuesday afternoon at 3 pm

Get organized with a calendar.

The calendar is the most important tool in your business. You can use it to organize your time and tasks, as well as alert yourself when something needs to be done on a certain day.

If you’re working with multiple clients, make sure they each have access to your calendar so they can see what’s going on with their projects at all times. It’s also helpful for you if they add their own events so that you know what they’re up to and when they need something from you (like feedback on an article).

Use online tools

Use the right tools to help you stay on top of tasks and projects.

There are a number of tools you can use to help you stay on top of your tasks and projects.

  • Task management apps: These allow you to keep track of the things that need doing, both in terms of long-term projects and day-to-day tasks. They also let you break down large tasks into smaller steps so they’re more manageable.
  • Project management apps: If your work involves managing multiple teams or clients at once, these platforms will help keep everyone on the same page by providing an overview of what’s happening with each project at any given time, including deadlines and progress reports for each stage in its development cycle (e.g., design vs coding).
  • Time tracking apps: If you’re working remotely from home as well as having other commitments outside work hours–such as household chores or childcare responsibilities–then using this type of software can help ensure that none of these things slip through the cracks while still allowing room for flexibility if something important comes up unexpectedly during off hours (e.g., “I’ll finish all my emails tomorrow morning before leaving”).

Delegate tasks and use time-tracking software.

The most important thing you can do to manage your time is to delegate tasks. This will free up more time for you to focus on the things that are most important, or at least make sure they get done in a timely fashion. You also want to use a task management app and schedule your days ahead of time so that nothing gets missed in the shuffle of daily life.

With all of this information at hand, it’s easier than ever before for virtual assistants like yourself! Take advantage of these tools today so that tomorrow will be even better than today was yesterday!

Don't forget to unplug

Take breaks when you need them, but don’t forget to review your progress as you go along.

As a virtual assistant, you’ll likely be working on several tasks at once. It’s important for you to take breaks when neededbut don’t forget to review your progress as well! Reviewing your progress will help keep you motivated and identify weaknesses that need improvement.

10 keys to success

1. Set Clear Goals and Priorities

Begin your journey to better time management by setting clear goals and priorities. Define your long-term and short-term objectives, both for your virtual assistant business and personal growth. Once you have these in mind, you can better organize your tasks and allocate your time to activities that align with your goals.

2. Create a Daily Schedule

Developing a daily schedule is a fundamental step in efficient time management. Plan your workdays in advance by allocating specific time slots for various tasks. Include breaks to rest and recharge. Stick to your schedule as closely as possible, and make adjustments when necessary to accommodate unexpected tasks or emergencies.

3. Utilize Time Management Tools

In the digital age, there are numerous time management tools and apps available to help you stay organized and on track. Consider using tools like Asana, Trello, or Todoist for task management and time tracking applications like Toggl or Harvest to monitor your work hours. These tools can provide valuable insights into how you spend your time and help you identify areas for improvement.

4. The Pomodoro Technique

The Pomodoro Technique is a time management method that involves working in focused, 25-minute intervals (Pomodoros) followed by a 5-minute break. After completing four Pomodoros, take a longer break of 15-30 minutes. This technique can enhance your concentration and prevent burnout during extended work periods.

5. Learn to Say No

As a virtual assistant, you may encounter requests from multiple clients or colleagues. While it’s essential to be helpful, overcommitting can lead to burnout and decreased productivity. Learn to say no when your plate is already full or when a request doesn’t align with your priorities.

6. Delegate Tasks

Delegation is a powerful time management strategy. If you have team members or collaborators, delegate tasks that others can handle effectively. This frees up your time to focus on higher-priority or specialized tasks that only you can perform.

7. Batch Similar Tasks

Group similar tasks together and tackle them in batches. For instance, set aside specific blocks of time for answering emails, conducting research, or making phone calls. Batching tasks reduces the mental effort required to switch between different types of work, leading to increased efficiency.

8. Continuous Learning

Stay updated with the latest tools and techniques related to your virtual assistant role. Continuous learning can improve your skills and efficiency. Consider investing time in online courses, webinars, or reading industry-related books and articles.

9. Evaluate and Adjust

Regularly evaluate your time management and productivity strategies. Identify what works best for you and make adjustments as needed. Don’t be afraid to experiment with new techniques or tools to discover what enhances your efficiency.

10. Maintain a Work-Life Balance

Lastly, remember that effective time management is not solely about maximizing work hours. It’s crucial to maintain a healthy work-life balance to prevent burnout and ensure long-term productivity. Allocate time for personal activities, hobbies, and relaxation to recharge your energy and creativity.


When it comes to managing your time and tasks as a remote worker, there are many different approaches!

Some people prefer to use a calendar app on their phone or computer. Others prefer the tactile experience of writing things down on paper in an actual notebook. Still others prefer using digital task management software like Todoist or Trello to keep track of everything they need to do (or have done). And some virtual assistants even use specialized business coach apps that help them manage their workloads more efficiently by prioritizing tasks based on importance rather than due dates–so if you’re feeling overwhelmed with all the things you need to get done every day, this could be just what you need!

In conclusion, mastering time management and boosting productivity as a virtual assistant is a continuous journey. By setting clear goals, creating a daily schedule, utilizing time management tools, and practicing effective techniques, you can enhance your efficiency and provide exceptional value to your clients. Remember that time is your most valuable resource, and how you manage it can significantly impact your success as a virtual assistant.

As you can see, there are many different ways to manage your time and tasks as a remote worker. I hope that this guide has given you some ideas on how to best implement them in your own life. Remember: there’s no one right way! The most important thing is that whatever system works best for you–and gets results–is the one worth sticking with over time.

Thank you for reading my latest blog post!

I hope you found it informative and useful in your work. If you’re looking for personalized coaching to help you take your career to the next level, I’m here to help. With my one-on-one coaching, you can gain valuable skills and insights to improve your productivity and efficiency. Book a discovery call today.

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