This is where slots come in. It’s one of the best tips for good calendar management as it uses different coloured slots for each of your primary activities. You can then see at a glance where your time is going and can assess the results, leading to a better-organised calendar.

Time slots help you become more effective and productive

If you want to improve your effectiveness and productivity level in your working week, you need to organise your calendar. One way you can do this is to use different coloured slots for the different types of activity you do. This helps you assess how you’re spending your time and effectively plan out your days and week.

You can see at a glance what availability you have. That way, if you have anything unexpected crops up (like that friend who wants to have a lunch date with you!), you can then schedule that in as a separate appointment. Because when you don’t plan, you end up stressed, unproductive and generally frustrated with yourself and your business results.

Organising your calendar helps create a routine

There’s so much you want to get done on an average day. But the sad fact is, if things aren’t scheduled into your calendar, there’s a high chance those things won’t get done.  Using different slots of time and planning them out on your calendar helps, as it keeps you organised. It shows you at a glance what needs doing and what availability you still have. You can move things around quickly and repeat recurring activities with a simple click or two; so much easier when you organise your calendar from the start.

But organising your calendar in this way also helps you create a routine that works for you. You begin to see recurring patterns of activities where your time is being spent. We all have a natural ebb and flow in our energy levels throughout the day. Planning out your day and seeing when you’re naturally most productive helps you work to your natural energy patterns. And this, in turn, also guarantees you end up creating a routine that works for you.

The slots you need

So if you’re looking to divide your calendar up into coloured slots, you need to start by clarifying what slots you need. For starters, you’re going to need ‘personal time’ and ‘exercise’ slots, as well as ‘client slots’. You’ll also want ‘working on the business’ slots – but this can often be broken down further, depending on your needs. For example:

• Marketing
• Finance
• Sales
• Product development
• Planning
• Business operations
• Creative time
• Social media
• Production
• Team meeting
• Email/correspondence

Just opt for the slots that work for you, and break bigger categories down into smaller slots. Give each category a different colour – as this helps create a clear visual representation of how your time is being spent.

You can then work out the time you need for each category slot. For example, you may want to spend more of your time working on your business, rather than using ‘personal time’. If you want to spend more time with your family, your ‘personal time’ may be larger than your ‘client slots’. It’s a good idea to start with allocating an hour for each and then adjusting as needed.

Assess where your time is going

Once you’ve started dividing your calendar into slots, it isn’t enough to just create a routine to follow. You also need to assess how it’s working for you and refine and improve it as required. Review how you’re using slots and if certain ones are continually being extended, minimised or ignored.

Assess whether there are activities that need to be outsourced to further free up your time. Look at how busy your calendar is and decide if things need to be dropped altogether or added in.

And also, look at how your calendar is impacting on you. Is it making you more or less stressed? Are you more productive? Are you achieving what you want from your time? Maybe you’re finding yourself spending more time in reaction mode or getting frustrated over projects and slots creeping outside of their allocated times?

Take ownership of your calendar

You may even find that organising the slots in your calendar is overwhelming for you. Yes, you need to take ownership of your time and your calendar – but that may mean handing it over to someone else to manage. It’s often far easier for someone else to do the organising for you. They are more likely to spot ways of improving your scheduling, as well as being a little more methodical and analytical with it!

Still in a confused fog of where to start – check out this article by John Rampton on 9 Ways to Organize and Manage Your Calendar Properly.

If calendar organisation isn’t your strong suit, you get overwhelmed by it, or simply want someone to set it up or manage it for you, why not get in touch? We’re here to help you manage your time and workload, so you can spend more time with your family, friends, hobbies, or just doing more of what you love in your business. We offer a wide variety of services, including calendar management – so why not get in touch and let’s talk about how we can help you get your calendar (and even your business!) working harder for you.

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Everyone has their preference for the type of calendar they use, and there’s no right or wrong kind of calendar. What’s important is that the calendar you choose works well for you, and you review it regularly.

That’s why it’s good calendar management to review your calendar every week. It’s then not too overwhelming for you to do, but also manageable enough to complete it relatively quickly. But if you’re wondering how that review might look, here are 10 tips to help you effectively review your week.

Tip #1: Check you’re not filling it with clutter

One of the top mistakes made is using a calendar as your to-do list. It not only clutters up your calendar, but it also gets confusing, really fast! Other types of clutter that tend to appear on your calendar include tasks that you automatically do and don’t need reminding about (such as walking the dog and having lunch). Also, look out for general reminders that take up space on your calendar (but don’t need a block of time to complete).

Tip #2: Check you’re not solidly filling your day with time slots

If you want to manage your calendar more effectively, stop booking back-to-back time slots and appointments from the minute you start work to the end of your day. You need breathing space – and seeing an endless wall of meetings won’t help your mental health or productivity.

Tip #3: Are you being productive or just being busy?

Review your week and see if there’s anything you’re scheduling that isn’t important or isn’t needed. And also, be on the lookout for things you’re scheduling that are simply a way of adding space into your otherwise busy schedule.

Tip #4: Is there anything more you can do to increase your productivity?

Whilst you’re reviewing your calendar, check that you’re working productively. Can you batch tasks together? How about colour coding your tasks? Colour coded tasks to make it easier and faster to find things and help reduce your stress levels. Do you need to set up reminders? Can you optimise any meetings you run so they take up less time?

Tip #5: Are there things you regularly do that need their own time slot?

Sometimes you may be doing tasks that don’t show up on your calendar but need their own time slot. This can include things like scheduling time to respond to emails or working on your administrative tasks.

Tip #6: Do you need to schedule a meeting-free day each week?

Maybe you’d love to have a creative day or a day to work specifically on your own 90-day goals? A meeting-free day is a day to work on whatever you like – even if you choose to spend it working through your admin or contributing towards long-term projects.

Tip #7: Look into what you can clear and delegate

Continuing with the theme of increasing your productivity, are there recurring appointments that you no longer need to attend? It’s just one way you can clear tasks off your calendar. Delegation is another. Is there anything you can outsource or delegate to someone else? Delegation is just one of several different areas you can control within your working day. If you’re feeling a little overwhelmed with your schedule or simply need to remind yourself of the other areas within your control, check out our recent blog: What areas can you control within your business and personal life.

Tip #8: Do you need to start saying no?

Maybe your review has highlighted how many pointless meetings you attend! You know, the ones with no clear plan, no purpose and no clear timescale? So is your review highlighting the need to say no more often?

Tip #9: Is there anything you’ve missed or need completing?

When you review your week, take time to check if there’s anything you’ve missed or that needs completing to finish off the week? This can include sending follow up emails, chasing someone for their outstanding work or even closing and filing a project.

Tip #10: What preparation do you need to do for the week ahead?

Finally, look at what you need to do to prepare yourself for the week ahead. Do you need to print off paperwork, go through a report, or write a summary before a planned meeting in the week ahead? Preparation could also be something simple, such as writing out a new to-do list. If you’re wondering why you need to use a to-do list, check out our recent blog: 5 benefits of using a to-do list.

Good calendar management helps you stay focused and productive. Reviewing your calendar at the end of each week is an excellent habit to get into. It not only enables you to see where your time is going, but it also identifies the steps you can take to improve the way you plan and work.

And of course, if you’re looking to lighten your workload, even calendar management isn’t something you have to do yourself. The benefits of letting a Virtual Assistant manage your calendar for you are numerous. If you’re ready to explore outsourcing it to a Virtual Assistant, get in touch and let’s discuss how we can help. You’ll find our contact information here.

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Why use template email responses?

As mentioned in our recent blog post How to get your inbox organised and under control, templated email responses (otherwise known as canned responses) are a great way to save time and energy. They’re perfect for those responses you find yourself constantly typing out.

When it comes to running your own business, there are so many pulls on your attention, and it’s no different when it comes to your email inbox. There are so many different reasons for people emailing you – from junk and spam, through to orders and customer service enquiries. The problem is, it’s often those customer service items that get lost in your inbox or neglected! And that can lead to negative reviews and a drop in your customer retention figures.

That’s where template inbox responses will help. They enable you to respond to more emails faster. When combined with good inbox management (such as filters and the use of categories – check out How to stop letting your inbox overwhelm you if you’d like more help with this), you’ll be able to see which emails need your attention and give them targeted responses, with minimum effort.

The automated responses you need

But when it comes to creating your own templates, it can be difficult to get started. It’s not always easy to know what templated responses you need and staring at a blank page can be a little daunting!

So if you’re looking for a little inspiration, here are five template inbox responses you need to set up for your business.

Template #1: FAQ questions

A lot of the questions you invariably get asked via email, can be answered and resolved within the pages on your website. To make it really easy for you and your clients, you could create a FAQ page on your website – and then set up a templated email response directing them back to that page.

Template #2: Pricing information

Another great template email response to use is one that links to the pricing page on your website. Often, questions will invariably be asked about your services and/or programs, as well as your pricing. So why not create a canned response that directs them to your pricing page? That way, you’ll also minimise the likelihood of visitors booking discovery calls with you if your pricing is an issue for them.

Template #3: Review requests

If someone has just bought from you or mentioned on social media that they’re using your products and/or services, you may want to ask them for a review. This is another template you can have set up in your email account. That way, you can quickly fire off an email to them with a minimum of fuss.

Template #4: Client onboarding

Onboarding a new client tends to involve a few emails – so why not get them all set up as templated responses? There’s often a need to ask them for generic business information, a list of specific tools you need access to, as well as the sending of quotes, invoices and contracts. Templating those emails out will save you so much time!

Template #5: Survey requests

Sending surveys out to your customers is the best way to get feedback and honest responses. All of that information can provide you with a potential goldmine of useful things you can use to improve existing offerings and create new ones. So why not create a template email that you can use to ask them to take part in your survey? Just make sure your email subject line is engaging, to increase your open rates.

Create templated email responses that work for you

Of course, you could also create a template inbox response that links to a few of the options above (such as linking to your FAQ and pricing pages, within an automated ‘out of office’ response).  The key to creating useful email templates is to know what will work best for you.

Have a read of the ones above and see which ones will work for your business. Also, have a think about which ones may help you improve your business and the level of customer support you provide, as it’s often in this area that you will use template inbox response the most.

If the idea of setting up your own template inbox responses is a little overwhelming for you, why not get in touch? Let’s have a chat and see whether hiring a Virtual Personal Assistant is a good option for you, to either organise or manage your inbox on your behalf and free up your time and energy.

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When it comes to email etiquette, spamming is a definite no-no. However, it’s often our own work colleagues and team members that are doing the spamming! This includes sending emails that aren’t needed and copying you in on emails that don’t really concern you. Because often, you’re being sent emails out of politeness not necessity.

So if your inbox is getting out of control purely because others are copying you in, here’s a few ways you can solve that problem.

Make it a rule to respond to the right recipient when you’re copied into emails

When several people are copied into emails, responding can get really messy for everyone! Often, there are separate conversations going on within the same email thread, as people are getting clarity and asking questions of others.

To help eliminate this, it’s worth making it a rule that you respond to the right recipient. Use the ‘To’ field to decide if your reply needs to go to all, to the main recipient only, or if you need to forward it to a specific person. And if you’re getting copied into email conversations that don’t involve you, it may be worth reminding everyone that they have the option to tailor who they’re replying to!

Make use of smart automations

Another way to narrow down the emails you receive in your inbox is to use automations. You may find yourself receiving emails that you don’t need to action, but need a copy on file for information purposes. If that’s the case, set up an automation rule to file in a specific folder within your email account. You could also set up an automation to cover any emails you need to cover back. This will initially get them out of your inbox, but automating a nudge if they haven’t been responded to after a certain period of time.

Keep your inbox organised

It’s often your inbox that adds to those feelings of overwhelm. If it’s full of emails it will make you feel like you’re constantly playing catch up. So ensure you’re keeping it organised and clear (as much as possible!). Auto-filing is a great way to reduce inbox overwhelm. If you’re looking for additional inbox organisation tips, check out these two blog posts: How to organise your inbox and keep it under control  and also Stop inbox overwhelm.

Remind your team of email etiquette

If you’re managing a team it’s worth reminding them of the key points of email etiquette. Often, communication is key and if you’re being copied into emails that you don’t need or don’t need to be a part of, it’s down to a lack of understanding around email etiquette.

Set clear guidelines for email communication and what projects, subjects etc, you need to be included in. Remind them that email may be easy, but it isn’t always necessary – and of course, not everything needs or warrants a response! Communicate how your email platform works, so they know they don’t have to automatically reply to all. And also give them the freedom to pick the best form of communication for the task at hand.

Ask yourself if there’s a better way to respond

Because email isn’t always the best communication method. There’s a lot of toing and froing going on when you email. Often, an instant message, simple video chat or telephone call may just be quicker and easier for all involved.

Why? Because they often cut out the unnecessary time delays involved with email correspondence. You’re often waiting for someone to check in on their emails before you receive a reply – and with more people learning how to manage their emails and limit check-in frequency, it could mean you don’t receive an answer until the next day or two.

Because email may be fast and easy, but it isn’t always necessary. If you want to minimise the amount of time you spend in your inbox and limit the number of times you’re copied into emails, communication is key. You need to clearly communicate your requirements as well as your preferences – and often that means reminding others of the basis around email etiquette and clear communication.

Check out my Get Organised Package where we sort out your inbox for good. Setting you up for success in seeing critical emails and not being distracted or overwhelmed in your inbox.

The post Are you copied into emails too much within your business? appeared first on Virtual Hand PA Services.

But often, the humble to-do list and its importance is overlooked by many. So it’s time we put that straight and looked at how many benefits you can glean from using to-do lists in your business – so here are 5 key ones to get you started!

Key Benefit #1: To-do lists give you control

The beauty of a to-do list is it gives you control. You can get organised, prioritise your tasks and action steps, and stay on track. But it isn’t just about gaining control of your workload. A to-do list also helps you gain control of your thoughts. You can get everything out of your head and onto paper – helping to alleviate the stress and overwhelm of trying to remember all the things you need to do. You cannot control what you can’t see, so it makes sense to get everything down on paper!

Key Benefit #2: To-do lists are rewarding

There’s something really empowering about seeing the progress you’re making throughout your working day. A to-do list helps you achieve this by giving you a visual representation of your progress and what you’ve achieved. As you complete tasks on your to-do list you’re ticking them off – and each tick you place gives a little burst of motivation. If you want to really ramp up those feelings of empowerment, tackle the big stuff first, when you’re at your most alert and focused.

Key Benefit #3: Create structure within your working day

One of the big benefits of using to-do lists is the focus they give you. You can only effectively manage your day (and your calendar!) if you know what you need to be focused on. How many times have you sat down at your desk, knowing you have all day free to work – only to find yourself ending the day with nothing achieved? A to-do list enables you to see at a glance the tasks you need to get completed and you can then structure your day accordingly. It enables you to manage your time and choose what you want to do in that available time slot.

Key Benefit #4: To-do lists help keep you grounded in the present

It can be difficult to stay in the present moment, when you work for yourself. Your mind can wander as you visualise the future vision you have for your business and those end goals you want to achieve. But your to-do list of tasks helps keep you grounded in the present. It gets you out of your head and gives you a clear picture of where you’re currently at. This helps you to avoid procrastination, as you know exactly what you need to be doing in this present moment. It also alleviates overwhelm, which is often a result of having too many tasks in your head and not on paper!

Key Benefit #5: Gain freedom by using a to-do list

If you’re looking to gain some freedom in your business, a to-do list is the thing you need. You can decide what you want to work on, what you’d rather delegate out, and you can plan around other work and personal commitments. That’s the beauty of a to-do list – it keeps you organised and on track, so you can afford yourself the freedom to work the way you want to and in the time slots of your choosing.

There are so many great benefits you can gain from using a to-do list in your business! But if you’re struggling with yours, it could be because you’re not using it effectively. So, if you need a little help getting control of yours, this blog post gives you some great tips for taming your to-do list.

If you’re looking to grow your team and scale your business, why not get in touch?

We can help take some of those tasks off your to-do list, so you can concentrate on those key skills and tasks only you can do – the ones that help grow your business and enable you to do the things you love. You can book a call here, to discuss your needs and potential next steps.

The post 5 key benefits of using to-do lists in your business appeared first on Virtual Hand PA Services.

But for all those areas that aren’t within your control, there are many that are. By focusing on those things, you’ll be giving your confidence and motivation a boost, whilst knowing you’re doing all you can to be the best you can be, and create the best business you can. So here are some key areas that are within your control.

You can control your to-do list

Your to-do list is an essential part of your business and something you control within your business. You can choose what you do on that list, as well as what goes on it, when you want to work on that task and how long you’ll be working on each task for. That simple list helps remind you that you’re the CEO of your own business, and it’s up to you to manage your time and hold yourself accountable to your goals.

Delegation of workload is something within your control

Whilst you’re managing your to-do list, you’ll naturally find yourself wanting to delegate tasks out to others – and that something else you control within your business. You can choose what tasks and actions you do – and that means also deciding if you even want to do a task yourself! And of course, you can then also decide if you want to delegate it out to someone else or scrap a task altogether!

How you spend your working day is up to you

The beauty of working for yourself is the freedom you gain. You can control when you work and when you switch off. The problem most business owners face is they often forget this! They often create a business that feels like it should always be open or should adhere to a traditional working day schedule. But 9-5 isn’t for everyone, and it doesn’t need to be either. You can control what your working day looks like and how it fits into your life.

Take control of the time you set aside for you

This is a big one for many business owners. They schedule everything in their working day but neglect to allocate time for themselves. Without you, there would be no business. The last thing you want to do is burn yourself out or make yourself ill, so allocate some time for yourself. Use this time to do what you love doing. Reading, learning, relaxing, walking, painting etc. – get yourself a hobby, so you have something to focus on that nurtures you in some way.

Your mind is within your control

If there’s one area that’s both essential to your business and well within your control, it’s your mind. How well you control your thought patterns and your self-talk will directly impact on how successful your business is. You can decide how you enrich your mindset, how you can train it and how you’re going to use it.

You have control over your health and wellbeing

Health and wellbeing tend to get side-tracked when you work for yourself. However, both areas are ones you can control within your business and your personal life. You control your sleep frequency and pattern, as well as your exercise regime and your diet. But if you’re currently neglecting any of those areas, you’re not only doing yourself a disservice, but you’re also limiting your business success. Because without you, your business cannot exist. So if you’re looking for some help in these areas, here are 7 easy self-care tips for busy business owners and also some tips for avoiding burnout – just in case you need them.

The things above are all areas you can control within your business and life. It’s far too easy to get side-tracked and overwhelmed by all the things you can’t control, but there’s absolutely nothing you can do about them. It’s a much better idea to focus on those things that are within your control – some of which are listed above.

Because when you control those things, you’ll not only feel motivated and focused, but you’ll also know you’re doing all you can to help you and your business be the best they can be.

If you’re ready to take control of your business and personal life and would like a Virtual Assistant to help you achieve that, book in a call here. We can discuss your requirements and potential solutions and next steps and help illustrate how easily a Virtual Assistant can help you gain more control and growth in your business life!

The post What areas can you control within your business and personal life? appeared first on Virtual Hand PA Services.

Can’t see what those benefits are? That’s OK. Here’s a brief overview of what they are and why it makes sense for you to stop managing your own business calendar.

#1: Your business looks professional

As a busy business owner you’ll appreciate, you can’t always get to respond in a timely manner. And if you’re manually trying to book in appointments, it can get really messy and frustrating, for all parties involved.

When you let a Virtual Assistant manage your calendar for you, they can get it looking professional. That includes setting up any automation you need (such as automated booking systems), as well as implementing any follow-up needs (including feedback forms, sending out directions, and reminding clients of upcoming appointments).

#2: All your calendars will be linked together

You know what it’s like when you’re trying to organise your own diary. You’ve set up an online calendar on your PC but use another on your phone, and probably find yourself writing down other appointments in your paper planner. Before you know it, you’re missing crucial appointments and forgetting to sync everything up together.

A Virtual Assistant can take all of those elements and combine them into one online calendar that works for you. They’re handling all of the administrative elements of your calendar too, so if someone wants to reschedule, your VA will handle it for you. If you’re running late, your Virtual Assistant can rejig your calendar and call anyone who may be affected – so all you need to focus on is being on time.

#3: The amount of time you save will be huge

Never underestimate how long it takes to manage your calendar. All of that going back and forth, as you discuss possible appointment dates and times, takes time. And of course, if you’re trying to organise a group meeting, it’s even worse!

It also takes time moving appointments around and collating together everything you need for each one. When you let a Virtual Assistant manage your calendar for you, they cannot only manage the booking side of things, but also the organising, follow-up and preparation too.

#4: Manage your calendar = being organised

With all the best will and intentions in the world, there’s a very high chance you won’t be able to keep your calendar as organised as you want it to be. And can you honestly say you enjoy doing it yourself? But calendar management is a core skill set for any good Virtual Assistant. Taking it off your hands and getting it running smoothly and efficiently is what they love to do!

Part of running your own business is delegating the tasks that take you hours. Calendar management is one such task. Hand it over to a Virtual Assistant as they can do it for you easily – because it’s what they specialise in. Let them help you organise your diary and they’ll be able to help you prioritise what has to be done each day, week and month, by blocking small or large slots of time aside for what matters to you. When you want to focus on particular aspects of your business, let them know and they’ll slot in time for you to do those things. It’s not just about calendar management – it’s about helping you to be organised in your business too.

#5: You’ll be less stressed

And when your calendar is organised and running smoothly, you’ll be less stressed. There will be no more ping-ponging between clients, as you try to sort out booking in their appointments. You can stop storing important dates and appointments in your head, through fear that you might forget them. And you won’t have to worry about sending through important pre- and post-appointment follow-up information, as your Virtual Assistant will manage that for you.

Imagine how much less stressful your life will be, when you finally let go of managing it all yourself. You could even get some self-care scheduled into your working day! Think about how much time you will save and how much more professional you will look, when you let a Virtual Assistant manage your calendar for you. And remind yourself that you can choose that option for yourself, anytime you like.

If you’re ready to let a Virtual Assistant manage your calendar for you, why not get in touch? It’s just one of the tasks we can handle for you and not only will you reap the benefits listed above, but you’ll also free yourself up to focus on growing your business further. So click here to get in touch, and let’s discuss how we can easily get you started.

Alternatively, let us help to get your inbox, calendar and to-do list organised with our Getting Organised Programme – made with you in mind.

The post The benefits of letting a Virtual Assistant manage your calendar for you appeared first on Virtual Hand PA Services.

#1: Only use one online calendar app, as it will make your calendar easier to manage

If you’re creating calendars in several different places, you’re opening yourself up to potential mistakes. It’s far better to keep everything in one place, as it helps keep you organised and focused – and it minimises the risk of appointments getting lost.

An online calendar (such as Outlook via Microsoft365 Suite or Google Calendar) is easy to edit and you can switch things around, as needed. There’s also the added bonus that you can sync your calendar to your phone as well, so all your appointments will be available to see, no matter which device you’re on.

#2: Make use of multiple calendars

The beauty of an online calendar is you can set it up to accommodate your needs. If you want to make your calendar easier to manage, look to set up several calendar overlays within yours. That way, you can use one for your client bookings, another for your personal appointments, and a third for any mentoring or mastermind group calls you may want to attend.

The beauty of this is you can turn them on and off as needed. You can also choose which ones you want to share with others. So, you can create a calendar to plan out your to-do tasks for the day and overlay it on your calendar, without worrying about it being visible to others or blocking off your time as busy.

#3: Drop manual appointment booking if you want to make your calendar easier to manage

Booking appointments can be one huge time drain for you, if you’re doing it manually. Emailing available dates, waiting for a response, moving things around to fit appointments in – it’s a hassle! If you want to save stacks of time, opt for an automated booking system for client appointments.

Automated booking apps such as Acuity Scheduling or Calendly or Planner within Microsoft365 enable you to define several booking links, as well as attaching consultation forms and payment options, if needed. They will also only present clients with your available free appointment slots. And once they’ve booked, your calendar will be automatically updated, too.

#4: Stop booking back-to-back appointments

Just because you work between certain hours each day, it doesn’t mean you have to fill up every minute of that available time! Booking back-to-back appointments only works if you know that:

• the other person is going to be on time
• you’re not going to overrun on any of your appointments
• you are prepared to constantly be on the go

The problem is, we know that these things happen. You only need one appointment to run over and your entire day is then running late. And of course, non-stop appointments also mean you can’t even take a breather or have a toilet break, either. So, do yourself a favour and start scheduling a buffer between your appointments. Most calendar booking apps will enable you to set this up as standard.

#5: Let a VA manage your calendar for you

Of course, the simplest way to make your calendar easier to manage is to simply hand it over to a VA. They can easily manage it on your behalf. A VA can send you reminders the day before appointments and reschedule for you when there’s a crisis.

If you need directions to get to a client, your VA can send them over and send out any necessary paperwork the client needs, prior to their appointment. This is great if you need signed contacts or payments received before you go ahead. All you then must do is focus on being on time and wowing the client, as your VA will do the rest. [If you’re looking for help when hiring a VA, check out our blog post: Questions to ask a VA before you hire them.]

Calendar management isn’t easy, especially if you’re already juggling everything else in your business. It’s amazing how much time you can lose, sorting out appointments and organising your calendar. The tips above will help make your calendar easier to manage, but ultimately, if you want to totally free up your time, it’s much better to get a VA to manage it for you.

Calendar management is just one of the skills we can handle on your behalf, here at Virtual Hand. So, if you’re looking for a VA to manage your calendar for you, why not get in touch? Let’s have a chat and see how we can support you and your business, moving forward. You’ll find our contact details here.

Alternatively, let us help to get your inbox, calendar and to-do list organised with our Getting Organised Programme – made with you in mind.

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But the good news is, it doesn’t have to be that way! You can take back control of your time and your inbox, by following these easy tips.

Close your email program and switch off notifications!

OK, this one is one of the hardest tips to follow. But remind yourself, it only feels hard because you’re used to instantly reacting! So train yourself out of that habit. Switch off all notifications and close your email program. If you want to stop getting overwhelmed, you need to take control – and that starts with this first tip.

Set aside specific times to check and respond to emails

Next up, set aside dedicated times throughout your day, to check your inbox. It’s a good idea to opt for no more than three – so opt for first thing, just before or after lunch, and once again in the late afternoon. You can also set up an automated response to let email senders know you’ve received their email and will respond within 48 hours.

Respond immediately wherever possible to lessen inbox overwhelm

When you go in and check your inbox, go in focused. If something can be responded and acted on within a 2-3 minute window, do it there and then. For everything else in your inbox, you’re following a clear routine – delete, delegate, or mark to follow up at a set date and time. You then need to ensure you’re setting a slot in your calendar to action those things you’ve delegated.

Don’t use your inbox as your central email storage space

And that brings us onto your email folders. You want to make use of labels, folders and categories within your inbox. Your inbox shouldn’t be your central email storage space, as this is going to make you feel overwhelmed everytime you look at it! Instead, create a filing system within your email account. To get started, set up a folder where you can put all of those emails you’ve just marked to follow up.

Unsubscribe from promotional emails

If you want to stop letting your inbox overwhelm you, reduce the number of emails arriving in it. It’s really easy to sign up to a multitude of promotional emails, newsletters and general freebies and downloads. The problem however, is we seldom take the time to then unsubscribe from those we’re not interested in! So set aside time to do just that. If you no longer want to receive emails from a company, unsubscribe.

Remove inbox overwhelm, by hiring an assistant to manage your inbox for you

It is easy to get overwhelmed by a mountain of emails in your inbox. And with more turning up on a daily basis, it can be incredibly stressful. But the beauty of an online inbox is you don’t have to be the one managing it! Hire a Virtual Personal Assistant to manage it for you. They’ll be able to clear out your inbox, set up a suitable folder system and create rules to help make it a lot easier (and less time-consuming) for you.

If you’d like to explore hiring an assistant, this blog will help you choose the right Virtual Assistant for your business. And of course, if you’re looking to hire someone to assist you, why stop at your inbox! Here’s an overview of what else you can outsource to a Virtual Personal Assistant.

Running your own business inevitably means there are a lot of things vying for your attention. But your inbox doesn’t have to be one of them. You can use the tips above to gain control of it or, if you’d prefer, you can hand the whole thing over to someone else.

With so many emails being sent everyday, it’s no wonder business owners are getting overwhelmed with their inbox. The tips above will help, as long as you have the time free to implement them. But if you’d like to drop the overwhelm and gain control of your emails again, with a little help from a Virtual Personal Assistant, let’s talk! You’ll find details of our Virtual Personal Assistant services and a contact form, over on this page.

The post How to stop letting your inbox overwhelm you appeared first on Virtual Hand PA Services.

In this climate, businesses can’t afford to ignore the other threats that are out there – and being sued by clients is one possible risk for many.

We have seen companies collapse after being sued by their clients. They pay millions for legal fees and still pay class-action settlements when they lose the case. As a professional, it is important to prepare and protect yourself if there is ever a disagreement between you and a client if you do not want to lose years of hard work and dedication to your company.

What is professional indemnity insurance?

Professional indemnity insurance protects companies and freelancers who offer professional services in the event that a client is dissatisfied with their work. A customer can sue you for financial loss if they believe it was caused by an error or negligence on your end.

What does it cover?

Professional indemnity insurance covers you for mistakes such as:

• Negligence
• Unintentional breach of copyright
• Breach of confidence
• Error of omission
• Breach of duty and civil liability

It covers costs required to put things right, such as legal fees and settlements. Professional indemnity insurance covers an array of potential risks, but it varies from one company to another, as well as the type of cover you choose. 

Who needs it?

Professional liability insurance is a must-have for all business owners, but it should be a priority for those who:

• Provide professional services such as consultations and expert advice
• Have access to confidential information
• Provide services on a self-employed basis, e.g. consultants, freelancers and contractors
• Are likely to face disputes over quality or copyright in their line of work
• Provide training in sensitive fields that leave them exposed to claims of negligence

Professions that benefit from this cover include accountants, software developers, marketers, architects and IT consultants etc.

How much does it cost?

How much you pay depends on your claim history, type of profession and annual turnover. Rates for professional indemnity insurance can cost anywhere between 0.25% to 5% of your yearly turnover or fee income, depending on the common risk factors.

How much insurance cover do I need?

Before buying any type of insurance, you should cautiously assess how much cover you will need. When it comes to indemnity insurance, it is hard to estimate how much cover your business needs. You will have to look at the worst-case scenario to determine the amount of financial damage it could cause.

Why should I invest in professional indemnity insurance?

Financial protection

Lawsuits are very expensive, and they can run your company into bankruptcy. This cover protects you from any financial repercussions because it takes care of all the legal fees. Also, if the claimant is granted compensation, the insurance company will take care of that as well.

Increased credibility

Taking this insurance cover assures your investors and clients that you are well prepared should you be sued for any professional mistakes. It also gives clients more confidence to work with your company. They will see that you don’t try to cut any corners, and take your responsibilities seriously.

Peace of mind

As a professional, you will be at ease knowing that your company is protected from any misunderstanding that may arise between you and a client. Organising professional indemnity insurance may seem like a bit of a headache, but it’s nothing compared to the alternative scenario if you don’t have the right cover in place. In such difficult and challenging times, businesses need to do everything they can to shore up their finances – and the cost of professional indemnity insurance is a small price to pay for peace of mind.

Hubert Day is a freelance content producer and researcher from London. Apart from his projects, he also attends different conferences and events on business marketing, SMEs, ethical standards, and sustainable tourism.

The post Why every business owner should have professional indemnity insurance appeared first on Virtual Hand PA Services.