{"id":3630,"date":"2023-03-23T09:46:39","date_gmt":"2023-03-23T13:46:39","guid":{"rendered":"http:\/\/www.yourvamentor.com\/blog\/?p=3630"},"modified":"2023-03-23T09:46:41","modified_gmt":"2023-03-23T13:46:41","slug":"smart-time-tracking-tips-for-virtual-assistants","status":"publish","type":"post","link":"https:\/\/www.yourvamentor.com\/blog\/2023\/03\/smart-time-tracking-tips-for-virtual-assistants\/","title":{"rendered":"Smart Time Tracking Tips for Virtual Assistants"},"content":{"rendered":"\n

Whether you are just getting started in your VA business, or if you are looking to grow, you will need to have a solid time tracking system in place.<\/strong><\/h3>\n\n\n\n

Effectively\nand accurately tracking your time is something that seems easy to do, but can\njust as easily get out of control if you let it.<\/p>\n\n\n\n

‘Losing\ntime’ can not only set your schedule behind, lead to disorganization and late\nnight catch-up, but it can also impact your revenue if you forget to bill for\nwork done.<\/p>\n\n\n\n

Many VAs I talk to think that time tracking is a chore that they can\u2019t wait to get away from \u2013 but I say not so fast!<\/h3>\n\n\n\n

Here\nare a few reasons why:<\/p>\n\n\n\n

Why should I track my time? <\/h3>\n\n\n\n

First of all, you need to track your time because you need to know how you are spending your day. <\/strong><\/p>\n\n\n\n

How\nmuch of your time is being spent on billable work? Non billable work? Wasted\ntime? Things you dislike doing? <\/p>\n\n\n\n

If you\nwrite it all down, it will be easier to assess where you can make adjustments\nto make your business more profitable .. and more fun too! <\/p>\n\n\n\n

Also,\nas you start to get busier, the day can disappear right before your eyes. <\/p>\n\n\n\n

You want to be sure you are not losing out on billable time simply because you didn’t write it down\u2026 this is a VERY common issue for VAs.<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

When should I track my time? <\/h3>\n\n\n\n

You\nneed to track it every day, every hour, every minute.<\/strong><\/strong><\/p>\n\n\n\n

Okay so I don\u2019t condone billing by the minute \u2013 but I do believe that you have to know what you did as many minutes of your day as possible, so you do need to be aware of it.<\/p>\n\n\n\n

There\nare resources (see a few below) that can help you do this by using stopwatch to\nstop and start a timeclock (I hate these personally, but many VAs need them and\nthat\u2019s okay too), or you can do it the old fashioned way by writing it down. <\/p>\n\n\n\n

I use a\nsimple spiral notebook and record every task I do every day (even breaks,\nlunch, and my own business stuff). One page per day and I can tell you what I\nhave worked on \u2013 and the time each of those things took.<\/p>\n\n\n\n

By\nkeeping a paper or digital record of everything that was done each day and how\nlong it took, you don\u2019t lose time \u2013 especially if it\u2019s billable to a client.<\/p>\n\n\n\n

How should I record tasks? <\/h3>\n\n\n\n

Your recording method should be whatever way makes the most sense to you … whatever is easiest for you. <\/strong><\/p>\n\n\n\n

If you\nchoose a complicated system or one that confuses you, you will run into trouble\nbecause it will be more work than it\u2019s worth.<\/p>\n\n\n\n

A\nsystem only works when you use it. My system is super simple … I\nwrite my clients’ initials at the beginning of each line, and I record the\ntask item I took care of for them beside it, along with the time it took.<\/p>\n\n\n\n

Now I\nalso have billable times for all of the tasks that I do, and that\u2019s the time\nthat I record.<\/p>\n\n\n\n

I charge my clients on retainer (or by project rate) – I don’t need to track my time, do I? <\/h3>\n\n\n\n

Of course you still need to track your time! <\/strong><\/p>\n\n\n\n

What if\nyou client goes over your budgeted time… or is way under? <\/p>\n\n\n\n

Even if\nyou are working with someone on a project rate, it’s important to keep track of\nthe hours you are putting in. <\/p>\n\n\n\n

When\nyou decide to revisit your rate package (which you should do often!) you will\nhave an exact measure of how long projects are taking you to do. <\/p>\n\n\n\n

If you\nare working with someone on retainer, you need to be able to assure them that\nall of the deliverables you provided for the month are completed. Recording\nyour time is helpful in both of these situations.<\/p>\n\n\n\n

Developing\na great system to keep track of how you are spending your time is smart\nbusiness.<\/h3>\n\n\n\n

There\nare all kinds of resources out there (some free, some paid) that can help you\nmanage this part of your business.<\/p>\n\n\n\n

Clockify (https:\/\/clockify.me\/<\/a>) is one of the most popular systems and it\u2019s free. Toggl https:\/\/toggl.com\/<\/a>) is also quite popular. <\/p>\n\n\n\n

Honestly\nthere are so many solutions that you just need to Google ‘time tracking\nsoftware’ to find one that will work for you.<\/p>\n\n\n\n

But no\nmatter which system you go with (even if it\u2019s just pen and paper), be sure that\nyou use it.<\/p>\n\n\n\n

Your\nbusiness, your client and your bank account will thank you!<\/p>\n\n\n\n

What you should do next:<\/h3>\n\n\n\n
\"\"<\/figure>
\n

If you need some help with managing your time, or tracking it better, \u00a0The Virtual Circle<\/a>\u00a0is where you should be.

TVC is a small group of professional VAs who are getting things done in their business through weekly support and training. It\u2019s a low cost, high-value coaching alternative to private coaching.
<\/p>\n<\/div><\/div>\n\n\n\n

If you are struggling through your VA business at all it\u2019s time to sign up<\/a>. Your investment of $129 can translate into clients in just ONE month, because we will help you set up your plan and take those daily actions. Let\u2019s go! <\/p>\n","protected":false},"excerpt":{"rendered":"

Whether you are just getting started in your VA business, or if you are looking to grow, you will need to have a solid time tracking system in place. Effectively and accurately tracking your time is something that seems easy to do, but can just as easily get out of control if you let it.… Read More »Smart Time Tracking Tips for Virtual Assistants<\/span><\/a><\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"neve_meta_sidebar":"","neve_meta_container":"","neve_meta_enable_content_width":"off","neve_meta_content_width":0,"neve_meta_title_alignment":"","neve_meta_author_avatar":"","neve_post_elements_order":"","neve_meta_disable_header":"","neve_meta_disable_footer":"","neve_meta_disable_title":"","footnotes":"","_links_to":"","_links_to_target":""},"categories":[143],"tags":[18,260,150],"class_list":["post-3630","post","type-post","status-publish","format-standard","hentry","category-productivity","tag-time-management","tag-time-tracking","tag-virtual-assistant"],"yoast_head":"\nSmart Time Tracking Tips for Virtual Assistants<\/title>\n<meta name=\"description\" content=\"Are you tracking your time as a virtual assistant? 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