Types of VA Schedules | The VA World | Module 4 | Jam Blauta

Summary

In this module, Jam, a virtual assistant trainer, discusses the three main types of virtual assistant schedules: fixed, flexi, and output-based. Each schedule offers different levels of flexibility, with fixed requiring adherence to a client's time zone, flexi allowing for flexible hours with a time tracker, and output-based focusing solely on deliverables and deadlines. Jam also shares five productivity tips for managing multiple clients, including task prioritization, using project management tools, creating a productive work environment, focusing with music, and tackling one task at a time. The module aims to help virtual assistants optimize their workflow and productivity.

Takeaways

• 😀 Virtual assistants have three types of schedules: fixed, flexible, and output-based.
• 😀 Fixed schedules require working based on the client's time zone, similar to a traditional 8-5 office job.
• 😀 Flexible schedules allow virtual assistants to work at any time, as long as they track their hours and meet weekly deliverables.
• 😀 Output-based schedules focus solely on deliverables and KPIs, without the need for time tracking.
• 😀 The choice of schedule depends on the client's needs and the nature of the work being done.
• 😀 To manage productivity across multiple clients, prioritizing tasks based on deadlines and impact is key.
• 😀 Project management tools (e.g., Trello, Notion, Asana) are crucial for organizing and tracking tasks for different clients.
• 😀 A peaceful, distraction-free location is essential for maximizing productivity when working remotely.
• 😀 Listening to music or playlists can help maintain focus and calmness while working.
• 😀 Multitasking should be avoided; it's best to focus on one task or project at a time to ensure quality work.
• 😀 Ensure that clients who require premium tools (e.g., project management tools) pay for them, not the virtual assistant.

Q & A

What are the three types of schedules for virtual assistants?

The three types of schedules for virtual assistants are: 1) Fixed Schedule, where you work regular hours based on the client's time zone; 2) Flexi Schedule, where you work anytime, as long as you track your hours and meet weekly deliverables; and 3) Output-Based Schedule, where you focus on meeting deliverables and KPIs without a time tracker, working at your own pace.

What is the difference between a Fixed and a Flexi schedule?

A Fixed schedule requires you to work regular hours based on the client's time zone, similar to an office job, but with the time zone adjusted to your client's location. A Flexi schedule, on the other hand, allows you to work at any time, as long as you use a time tracker and meet weekly deliverables.

How does an Output-Based schedule differ from a Flexi schedule?

The key difference is that an Output-Based schedule does not require a time tracker. You are given deliverables and KPIs to meet within a set time frame (usually monthly), and as long as you hit your targets and deadlines, the specific timing or frequency of your work doesn't matter.

How do virtual assistants determine which type of schedule to choose?

The choice of schedule depends on the type of service or niche you are working in. For instance, marketing and creative roles may favor Flexi or Output-Based schedules, while admin or executive assistant roles typically require a Fixed schedule based on the client’s needs.

How can a virtual assistant manage multiple clients effectively?

To manage multiple clients, it's essential to prioritize tasks based on deadlines and project impact. Virtual assistants should also use project management tools, stay organized, identify the best work location, listen to motivating music, and focus on one task at a time.

What are some recommended project management tools for virtual assistants?

Some popular project management tools for virtual assistants include Asana, Trello, Airtable, Notion, Monday.com, and ClickUp. These tools help organize tasks, track progress, and manage multiple clients efficiently.

Why is location important for virtual assistants, and how can it affect productivity?

Location plays a crucial role in a virtual assistant’s productivity. It's important to choose a work environment that is quiet, peaceful, and free from distractions. Finding the right spot to focus, like a particular cafe or corner, can help you work more efficiently.

What type of music is recommended for virtual assistants to improve focus and productivity?

Music that is calming or motivating can help improve focus. For example, low-fi music or worship songs are suggested for maintaining concentration. The key is to find music that helps you stay focused and not get distracted.

What is the importance of prioritizing tasks as a virtual assistant?

Prioritizing tasks ensures that critical deadlines are met, and important projects are given the attention they need. It helps avoid overwhelming yourself and ensures high-quality results, especially when juggling multiple clients.

What advice does the trainer give for handling multiple tasks for one client?

The trainer advises against multitasking when working for one client. Instead, focus on completing one task or project at a time to maintain quality. Mixing schedules or tasks for different clients can reduce focus and lead to mistakes.