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The following email come in last week and it’s something I hear constantly …
hey, I’ve been there too!
“I am on holiday returning to work Monday but I have been thinking a
lot about organising and wondered if u can help me and what sort of
cost? ….”
The Email
I have thousands of emails that need filing or deleting I
want to use Workflow Max to file them by client
and job….
In summary the email further went on to say:
• Admin lady isn't good with managing client database
• Need to schedule everything in calendar including lunch and gym
• Work too much
• Spend so much time on non chargeable work
• Been two years like this now
• Haven’t had a quiet time to do tidy up and set up systems
• Wants to switch to office 365 but wants document management per client to be spot on
• Struggles with no discipline in smaller business
Imagine this email instead
“I’m returning to work on Monday and can’t wait! Thanks so much for organising things
while I’ve been gone … it’s so great to only have today’s
emails to deal with in my inbox and the folders work a treat.…….
“I’ve had a quick look in WorkFlowMax and can see
you’ve managed to pull all those documents against relevant
clients, yes … we’ll send out that newsletter this week and use the survey to update our CRM…….”
“I see you’ve scheduled Monday for me to use
to catch up with what’s happened in
my absence, with client work all day
Tuesday and Thursday … how did you manage
that! …..”
“I just wanted to say thanks so much, what a change to come back to a totally organised
workflow and not feel like I’ve forgotten something … or worse,
total overwhelm.”
Find a project management
system that works for you
Take a look at some ideas herehttp
://www.yourva.co.nz/tools-to-make-you-work-smarter
/
Set up &
Allocate
• We set up a project• Then allocate it to the contractor with the skill set
Store &
Track
• All documents stored within the project• All communications (internal and external) are made from within
the project (Imagine all the emails this keeps out of our inboxes!)• Time is tracked within the project
Follow Up
• PWF makes sure we get reminders for follow ups• And has the relevant quality control task
Invoice
• Super easy to invoice once the project is finished • Super easy for our team to generate their invoices each
fortnight
Who Am I?
/yourva.co.nz
I’m Justine Parsons, proud owner of Your Virtual Assistant
It’s my job to make your business run smoother and be more productive
/yourvaconz
nz.linkedin.com/company/your-virtual-assistant-limited
For the full article:
http://www.yourva.co.nz/inboxes-systems/