How Does a Virtual Assistant Spend a Workday?
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A virtual assistant works from home or a remote office to complete the tasks assigned. Virtual assistants may work for one client or many depending on the amount and nature of the work. An important part of the job is organizing the day to complete the tasks assigned for that day, as well as communicating with the clients about progress and other issues.
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A virtual assistant starts his or her day by checking assignments given for the day as well as communicating to the client that they are there and ready to work. Since a virtual assistant works virtually, assignments usually arrive via email so that is the first place for the virtual assistant to go. After checking email and looking over the assignments for the day, the next thing a virtual assistant must do is plan how to get the assignments done within the allotted time. There is a good chance that each day will be different especially if the assistant works for more than one client so task organization is essential for completing tasks on time. Assign urgent tasks as a top priority. If the virtual assistant knows a task will take too long or they just will not have the time to complete it that day, they should communicate this to the client right away.
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If the virtual assistant makes phone calls on behalf of his or her client, she or he should begin the day by making those phone calls. This way the assistant will have a chance to try unanswered calls again before the day ends. The next task for the virtual assistant is reading and answering emails if that is part of the assignment. By sending the emails as early as possible, an answer should come back before day's end.
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After completing urgent tasks, phone calls, and answering emails, the assistant can move into the routine part of the day, which may include entering data for the client, preparing presentations, answering the phone, transcription, and other assigned duties. The assistant should schedule regular breaks during this time just as he or she would if working in an office. Many tasks are mundane and taking a break for a short time gives the assistant an opportunity to reflect on the work and come back refreshed. Do not forget this important part of the day when organizing tasks. Many virtual assistants try to work non-stop all day but this can lead to poor production and burn out.
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When it is nearing time to quit working for the day, the virtual assistant winds up open tasks. The last part of the day is a good time to make phone call backs and check for answers to emails. The virtual assistant puts the final changes on any project that needs completion today and checks in with her client to report progress for the day.
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