Top Tips for Event Planning 

Unlocking the Power of Local Marketing 

In late July, I made a dual move—both my home and business transitioned from Berkshire to the Isle of Wight. This shift highlighted the need for meticulous planning and preparation to ensure a seamless move, with a crucial aspect being the ability for both new and existing clients to effortlessly locate and reach out to me post-relocation. This experience reinforced the undeniable significance of local marketing for businesses. Work habits have changed significantly in recent years, but something that hasn’t is local marketing.

In my view, all businesses should recognize and embrace its importance. Every business owner can tap into the potential of the subsequent local marketing strategies:

Google Business Profiles
A google listing (formerly known as Google My Business) is a must for any business whatever their size. I have found this is one of the quickest and simplest ways to get your business on the first page of Google. I help many of my clients with their listings, ensuring they stand out from the competition. 

Facebook Groups
Most of us are part of local Facebook groups where people often are requesting recommendations for gardeners, plumbers, lawyers, builders, and other services. It is common for businesses to receive recommendations but many miss out on potential opportunities because they are not part of the relevant groups. By being an active member, you are able to share a link to your website or Facebook page when you see someone looking for your services.

Local SEO
SEO (Search Engine Optimisation) plays a vital role in online visibility and is all about picking the right keywords. People often forget to include geographical keywords. For instance, if you're a local builder, integrating your location and preferred service areas is crucial. Implementing these details across your website, social media, and marketing materials increases your odds of being discovered by local customers.

Networking
Networking is a great way to meet other local business owners and build relationships. Many networking groups have a limit of one representative per industry. If you know of a local networking group, make sure you secure the spot as the representative for your profession.

When I relocated, networking was high on my agenda. So it was a pleasant surprise to discover a local networking group meeting just two days after arriving on the Island. Attending allowed me to engage with several fellow small business owners, share insights about my business, and gain understanding about theirs. It was a great experience, and I am excited for  the next meeting to explore potential collaborations. 

You can find out more about the way I support local businesses here.

If you are not already using these strategies, then give them a try, If you need help implementing any of them, please do not hesitate to get in touch, I will be more than happy to help. 

Struggling with Church admin & operations?

Top tips to get your church organised.

As a business, I have worked with many local churches over the last 30 years and personally, I love being part of my church family. From both perspectives. I regularly see churches struggling with administration and I wanted to share my top tips on areas of where I can help.
 

Streamlining Administration Processes

I always start by reviewing what processes are currently in place to determine what is working and what can be improved.
Navigating the administrative demands of a church can be overwhelming. That’s where I come in. From managing emails to organising documents, I handle the day-to-day tasks so that the church leaders can focus on their core mission without distraction.

Event Management

Events can be an exciting part of the Church calendar and in the past, I have helped with events ranging from a small meeting to large community events.  Planning and executing church events require precise coordination.  With my attention to detail and proactive approach, I ensure that every event runs smoothly so that they can be enjoyed by all who attend.

Communication

Many churches struggle to effectively communicate with their congregations especially if church attendance is irregular.
Effective communication is essential for building a thriving church community. I specialise in improving communication channels, managing social media platforms, updating websites and distributing newsletters to keep the congregation informed and engaged

Flexibility and Efficiency

Over the years, I have learned the importance of being flexible.  As a virtual Executive Assistant, I provide support whenever and wherever you need it, which is not limited to traditional office hours.  This flexibility not only ensures accessibility but also maximises efficiency in church operations.

Testimonial: A Leader’s Perspective

Still unsure about the benefit of virtual executive assistant for your church?   Let me share a testimonial from one of my clients:
 
“As our EA, Tracey has revolutionized critical processes within our church, fostering efficiency and enabling us to adopt best practices in data management. Her communication with key volunteers and staff throughout the implementation of new systems has been exemplary, ensuring everyone feels supported and empowered.”
 
In conclusion, my role as a Virtual Executive Assistant goes beyond support; it’s about forming a strategic alliance aimed at improving your church administration and operations. 

If you would like to find out more or discuss possibilities of working together, please get in touch to request a free 30 minute no obligation consultancy call. 

Here are some books and resources that I have found helpful in developing and running my business. 


The Modern Day Assistant 

Assistants are the backbone to every organisation. Discover how to innovate and thrive in this vital sector with the Modern-Day Assistant. 

From building your network and developing your communication skills to time management and strategic planning, The Modern-Day Assistant is the ultimate guide to developing your abilities and reaching your full potential at work. It also explores how you can effectively capitalize upon your skills, whether that's climbing the ranks of the assistant sector or pivoting into a new role.
 

The CEO's Secret Weapon 

Many executives don't take full advantage of the assistant who sits right outside their door. This book educates executives about all the ways in which they can streamline and improve the way they work with the help of a great assistant, while teaching them to identify great candidates and maximize the benefits of this special relationship.

 



Spreadsheets and Prophecy - An up-close and personal exploration of the gift of administration

This book presents an authentic look at life as a church administrator. It is an invitation to explore the gift of administration and to discover the joy of being called to serve the church with all that you are and all that you were created to be.

 


Vision Accomplished - Melding the skills of dreamers and doers to get the job done

This book explores the key and important relationship between the visionary and the implementer, with key insights on melding the strengths of both roles to get the job done and bring the vision to life. 

 

 

Hit the Ground Kneeling- Seeing Leadership differently.

This book takes common statements about leadership – statements that we often take for granted – and challenges them in the light of the Christian faith and Christian perspectives on leadership.

Wherever you exercise leadership (at work, organizing a home, or doing something like coaching a local football team), the author playfully suggests some models of leadership that can help you.


Toggle Track

This is a great time management tool and our go-to for time tracking work.?

Toggl?is intuitive and easy-to-use. It gives you the tools to easily track the time you spend on tasks. 




Todoist

If like me,?you love a list then this app is for you!??Todoist? is a task management app that keeps you and your projects organised and accountable. You create to-do lists that include due dates and reminders, enabling you to prioritise tasks and track your own progress. 

 


Canva is a graphic design tool which can be used to create social media graphics, presentations, posters, documents and other visual content.? It's easy to use and gives great results. 

 







The Exceptional PA - Move from Good to Great.

PAs and EAs are strategic business partners and intelligent leaders who work with their managers to achieve success. This book assumes you already have the basic IT and organisational skills to be a good assistant and will take you to the next level to become an exceptional PA 



 
The New Executive Assistant- Exceptional executive office management

This book is a guide for EAs and their executives, designed to help them reconsider the EA role and look at it in a new light. The premise is simple: the more effective the EA, the more effective the executive ... and the more effective the organisation. 

Beyond Admin: The Multifaceted Role of a Virtual Assistant

When people hear about virtual assistants (VA’s) the common perception often revolved around them being more administrative helpers. However, the reality is far more dynamic. Nowadays, many virtual assistants take on multifaceted roles that significantly impact both business and personal lives.

As a Virtual Assistant myself, I’ve witnessed firsthand how my role extends well beyond conventional administrative tasks.  I’ve embraced a diverse range of responsibilities aimed at enhancing efficiency and productivity for my clients. With this in mind, I’d like to shed light on the breadth of services I offer and how they contribute to the success of those I work with.

Executive/PA Support:
Serving as a trusted ally to executives or individuals, I take pride in being their go-to person for anything and everything they need to navigate their day-to-day responsibilities. From meticulously managing schedules, organizing travel arrangements, and coordinating meetings to handling correspondence and tackling unexpected challenges, I thrive on the dynamic nature of my role. Beyond the administrative tasks, I value the relationships built and the trust earned as I serve as a confidante, a problem-solver, and a reliable support system. It's not just about managing tasks; it's about making a genuine difference in the lives and success of those I work with, one proactive step at a time.
 
General Administrative Support:
By taking care of essential yet time-consuming responsibilities such as managing inboxes, organising schedules or data entry, I free up valuable time for my clients, allowing them to channel their energy into driving their core business activities forward.
 
Project Management:
Managing projects, delegating tasks, and meeting deadlines are where I excel. I thrive on the challenge of orchestrating every detail, ensuring that nothing falls through the cracks and that every goal is achieved. My passion lies in keeping things organized and running seamlessly, empowering my clients to reach new heights of success.
 
Digital Marketing Support:
I work closely with clients to develop and execute comprehensive social media strategies tailored to their specific goals and target audience. From scheduling posts to monitoring engagement metrics and responding to comments and messages, I ensure that their social media presence remains active and vibrant. Overall, my goal is to help clients build meaningful connections with their audience, increase brand awareness, and drive traffic to their platforms.
 
Customer Support:
Providing exceptional customer support isn't just a task—it's a priority. Handling inquiries, responding to emails, and addressing concerns promptly are all part of my commitment to building strong relationships and keeping customers satisfied.

Research and Analysis:
Research is crucial for business to make smart decisions. I conduct market research, analyse competitors, and gather important data to help with strategic planning and decision-making.

Continuous Learning and Adaptation:
Staying ahead of the curve is a top priority for me as a virtual assistant. I'm committed to constantly honing my skills and embracing emerging technologies and trends in the field. Whether it's mastering the latest software or keeping abreast of industry advancements, I'm dedicated to delivering innovative solutions that meet the evolving needs of my clients.
 
In conclusion, my role as a virtual assistant goes beyond traditional administrative tasks. I'm a versatile professional capable of wearing many hats and providing a wide range of services to businesses and individuals alike. By outsourcing tasks to me, you can not only save time and resources but also tap into a pool of talent and expertise that can propel your business to new heights. So, if you're looking to streamline your operations, boost productivity, and focus on what truly matters, consider enlisting my services as a virtual assistant – because I offer more than just admin support.
 

Unlocking the Power of Time Blocking

Do you ever feel like you are drowning under a pile of work, looming deadlines and wonder how you will get it all done?   Finding effective ways to manage your time is essential if you want to improve productivity and get on top of things.  One strategy is time blocking!
 
Time blocking involves scheduling specific blocks of time for different tasks which helps you make the most of your day.  In this blog, I explore the benefits of time blocking and provide practical tips on how to implement it effectively.
 

Benefits of Time Blocking

Enhance Focus and Concentration:  Time blocking encourages more productive work by dedicating specific slots of time to particular tasks. By eliminating multitasking and concentrating on one activity at a time, allows you to focus and produce high quality work.

Improved Time Management: Creating a visual of your day through time blocking helps to allocate time wisely.  This enables better time management, reducing procrastination and ensuring that important tasks are prioritised.

Increased Productivity: Allocating dedicated time slots for your task, time blocking helps to prevent the feeling of being overwhelmed.  Breaking your day into manageable chunks allows you to approach each task with a clear mindset, which in turn, leads to increased productivity and a sense of accomplishment.

Reduced Stress and Overwhelm: Knowing that you have designated time for various responsibilities can alleviate stress. Time blocking provides a sense of structure, making it easier to navigate through the day and reducing the mental burden of constantly shifting between tasks.

Effective Goal Setting: Time blocking encourages goal-oriented planning. When you allocate specific time for tasks related to your short-term and long-term goals, you're more likely to make progress and achieve those goals over time. 

How to Time Block Effectively

Identify Priorities: Begin by listing your most important tasks and priorities. This could include work assignments, personal projects, exercise, or even leisure time.

Allocate Time Intervals: Break your day into time intervals, ranging from 30 minutes to a few hours. Assign specific activities to each block, ensuring that tasks align with your priorities.

Limit Distractions: During your time blocks, minimize distractions. Turn off notifications, close unnecessary tabs on your computer, show yourself as busy on Team or equivalent and communicate to those around you that you're in focused work mode.

Regular Breaks: Incorporate short breaks between time blocks to refresh your mind. Use this time to stretch, take a walk, or make a drink. Breaks can contribute to overall productivity and prevent burnout.

Be Flexible: This is key! While time blocking provides structure, it's essential to be flexible. Unexpected events or changes in priorities may occur, so be willing to adjust your schedule accordingly.

Review and Reflect: At the end of each day or week, review how well you adhered to your time blocks. Reflect on what worked and what didn't, and make adjustments to ensure continuous improvement.
 
Time Blocking is a valuable tool for getting the most out of your day.  It’s not just about checking off tasks, it’s a very effective way to improve productivity, manage time and reduce stress.  It’s does take commitment and practice to get it right, but the payoff is huge!  

If you’d like any help in getting more organised, I’d love to hear from you. I offer a free, 30-minute discovery call so please do get in touch.
 
 
 
 


 

Back to Routine - My top 8 Business Tips 

Are you thinking about how to ease back into your usual routine this week?
Maybe you’re wondering where to even start with your to-do list.
Or perhaps you’ve had a laid-back summer, and the idea of that early morning alarm call gives you the jitters.
If any of these sound like you, here are my top tips to help you get started.

1. Plan like a Pro!  Get a Planner
Whether you are all digital or love the feel of paper, find a planner that works for you. Once you have chosen your planner…..
 
2. Build Your Base
Add all your essential commitments, i.e.: school runs, Dr appointments, dog walks etc. These will give you a solid framework to build upon. Don’t forget to carve out moments for yourself. Self-care is important and shouldn’t be an afterthought. Whether it be a short walk, exercise class or just a coffee break, self-care contributes to well being and increased productivity.
 
3. Harness the power of colour coding
Colour Coding helps to distinguish between personal and work-related tasks and also helps to assign tasks based on priority, ensuring that you tackle the most urgent matters first.
 
4. Put Pen to Paper
Create a List!Who doesn’t love a list!   Utilise your planner to compile daily or weekly task lists. This strategy declutters your mind, ensures task completion and offers a real satisfaction of checking off completed items.
 
5. Set deadlines
Create a habit of setting consistent deadlines. For example, if you’re expected to finish a project in 2 weeks, immediately establish another deadline for the next task. This approach helps to avoid procrastination.
 
6. Divide & conquer! Break Down Tasks.
Sometimes a monumental task can be daunting and overwhelming. Breaking the task down into manageable subtasks can encourage steady progress.
 
7. Order in your Environment
A clean and tidy workspace enhances focus and efficiency. A well organised environment saves time and mitigates stress.  The presence of plants has been scientifically linked to also increase productivity.
 
8. Don’t be afraid to say No!
One thing we are all guilty of is over committing ourselves. This is precisely why proactive planning proves invaluable – it provides a panoramic view of your schedule. Saying “no” becomes more straightforward when existing commitments are visible.  
 
Hopefully you will find these tips helpful as you begin to get back into a routine.  However, if after reading this, it all still sounds too daunting and you would like some help, then please do not hesitate to get in touch. I would be very happy to chat through how i can help you achieve a better routine and a better work/life balance. 

My business services and how I work with my clients 

My recent LinkedIn poll showed that despite all restrictions being lifted, the majority of people are still meeting online and this got me thinking on how I work with my clients.
 
Last month, as one client contract in Portsmouth came to an end, and I started to work with a new client on the Isle of Wight, I reflected on how distance really isn’t a barrier to my business or a good client working relationship and how my business services can help no matter the location. 
 
This reflection led me to explore this further and think about why my business model works so well and how I like to work with my clients.   I was reminded that my tagline, “Helping business to be the best they can be” is more than just a tag line and it actually summarises my approach to my work exactly.  I truly do care about each of my clients and their business and want to do all I can to help.

The reason my client relationships have worked so well, despite the distance, is that I have spent time building a relationship with the client when meeting over Teams. Investing time can really help you to get to know each other, and to understand how each other works.
 
I take time to find out all that I can about my client and their business. The way they like to work, their aims and objectives, and their vision and strategy. This information enables me to understand how I can help best and this can vary from:
 

• Brainstorming ideas which can help toward business planning
• Reviewing and implementing processes
• Digital Marketing – Google listings, social media tracking
• Website management and performance tracking
• Event management 
• Business Services

As you can see from my testimonials, no contract is ever the same, but the commitment I give to each one is.  If you are looking for help with your business and would like someone who is invested in you and all that you are trying to achieve, then please do get in touch, as I would love to help you and your business to be the best you can be no matter where you are located!
 

How my business services can help you

The joy of my business is that it is so varied, I am never bored! As I offer a number of different business services to small businesses, the tasks and projects my clients ask me to do for them differ and are very rarely the same.

For one client, I provide day to day website management, updating content and supporting customers with website issues. For another I provide EA/PA support whilst they re-evaluate their needs and advertise a new role. With another client, I provide holiday cover whilst their regular EA/PA takes a well-earned break.  For others, I find myself booking venues and organising training events on their behalf.  

Some clients have been with me for a long time, working on a regular basis and taking advantage of my retainer option to buy hours each month, whilst others are more temporary, giving me the opportunity to work with them for a couple of days or weeks to get a specific project across the finished line. Last year, I delivered the Crowthorne late night  Christmas shopping event, partnering with the local council and Churches Together group. It was a pleasure to work with over 50 local business owners and see the event supported so well by the local community on the night.

Two years ago, at short notice, I was asked to provide EA support to two directors for 10 days whilst their EA was on annual leave. After a short handover, I hit the floor running, ensuring the directors had all they needed for those 10 days. They were happy with the service they received and have booked me every summer since!

Whatever the project, I love the variety and challenge each one brings, I love working with different clients in different industries and knowing that my expertise and skill set helps them to achieve their goals.

If you are thinking, you might need support like this and would like to explore further, please do contact me.  I offer all new clients a free, no obligation 30 minute consultation call and would love to hear from you.  

Organisation is the key to a more productive life

We all have good intentions when it comes to being organised; whether that be a loose plan to get the things you need to do to get through each day or a more detailed approach that ensures you are on top of absolutely everything and super productive in everything you do. Whatever your reason, being organised definitely reduces stress and makes life a little easier.

Here are some organising tips which help me, and which I hope will help you too:

Plan Ahead: Get a Planner!

Personally, I find it really helpful to use a planner that enables me to plan months, weeks and days, but there are many types of planners available, just find the one that works for you. Once you have chosen your planner, add in the non-negotiables, whether that be school runs, dog walks or regular appointments. This will give you a starting framework. From there, add in your working hours and any regular work commitments.

It is also very important to build in time for yourself. This should not be an afterthought and don’t feel guilty! Taking time for yourself is good for your wellbeing and improves productivity.

Colour Coding

Whether you use a paper or online planner, colour coding can help to differentiate between personal and work tasks or even clients. In addition, prioritising tasks by colour can also help you to ensure that the most urgent tasks get completed first.

Write it down!

Who doesn’t love a list! Using your planner to create a daily/weekly task list helps to unclutter your mind, ensuring that the jobs get done and nothing it forgotten. There is a great sense of achievement when you cross a task off the list. I have been known to add a task to a list just so I can cross it off! If you prefer an app to paper then todoist is a great resource.

Set deadlines – soft and hard

Ultimately, everything needs a hard deadline because it means that things get finished. Without a deadline, we often find ourselves procrastinating and this leads to unproductivity, which is stressful in itself. An upcoming deadline increases the pressure and as a consequence, most of us find ourselves doing more work in those final days or hours to ensure this deadline is met.

However, if you create soft deadlines and use them properly you can combat this last-minute stress. Setting a soft deadline earlier than the hard deadline means you can complete the task ahead of time which in turn improves your time-management. Breaking the task down into mini-tasks and setting soft deadlines for these is also a great way to conquer that project without feeling overwhelmed.

Declutter your workspace

A clean and tidy workspace helps to keep you focussed and on task. It also minimises time wasting and reduces stress. Leaving my desk clear at the end of each day, enables me to start the next with a positive “Let’s go!” attitude. It’s hard to keep your desk tidy while you work, but I also find that taking a few minutes to do so when moving from one project to another, gives me a fresh perspective and stops me feeling overwhelmed.

Don’t be afraid to say No!

One thing we are all guilty of is over committing ourselves. This is why planning ahead is so important, as being able to see a month/week at a glance enables us to see what other commitments we have. It is always easier to say no if there is something already in the diary.

Hopefully you find these tips helpful. However, if after reading this, it all still sounds too daunting and you would like some help, then please do not hesitate to get in touch. I would be very happy to chat through how I can help you achieve a better routine and get more organised.

How can an Executive Assistant add value?

In this blog I aim to show how good the relationship between a boss and their assistant can be, if utilized properly and how an Executive Assistant can add value.

In years gone by, the more important the boss, the more qualified the secretary. Often called, “private secretary”, they were often admired by other secretaries and other managers wished they could have their support as their position in the company didn’t warrant a secretary of such a calibre. Today, this role would be the equivalent to an Executive Assistant and almost every Executive, no matter their position has one.

Whilst the role may be common, the level of experience and responsibility can be very different. Why? Because very few bosses really understand what a strong and effective resource their assistant can be. By taking some time to think about what is needed in an assistant before appointing will not only save time in the long run, but also maximise productivity and effectiveness.

So how do you find your perfect assistant?

Your assistant should complement your work style and work habits

Taking time to think about how you work, your work habits and your expectations will help you to work out the non-negotiables. Think not only about the skills and traits you are looking for but also the type of working relationship you prefer.

Remember your assistant is a reflection of yourself

Very often your assistant will be the first point of contact on your behalf. Their manner, interpersonal and social skills should present a perception of you as an executive. Their level of professionalism will set a standard for others, send a positive message and make the all important first impression.

Don’t assume you know what the job requires

Whilst HR departments manage recruitment, they do not always have the best understanding of the real requirements of the role. Job descriptions focus on skills and general characteristics but do not incorporate work style and habits.

Ensure that your assistant has the relevant professional experience for the role

If you do not hire an assistant with the relevant experience it will result in inefficiency for everyone. Be clear what experience you are looking for and do not deviate from the plan. Look for previous experience where they have had to take responsibility with minimum supervision. For example, experience in event planning and project management will show they can meet deadlines and goals.

There is an Executive Assistant out there for every Executive. That unique individual who can help organise and balance your life. Find them and you will not regret it.

If you need any help in this process or would like to explore this more, please get in touch and I would be glad to have a chat.

5 Reasons why your church should hire a Virtual Assistant 

No matter the size of the church, administrative and day to day operational tasks take up a lot of pastors, leaders, and church staff time, often taking them away from other areas of ministry that need their attention. Other challenges such as budgets mean that they are required to do more with less. A virtual assistant can provide quality administrative support, just like that which is provided by a traditional onsite employee.

1. Virtual church assistance is cost effective and efficient, saving time and money

You only pay for what you use! A virtual Assistant can be retained for specific tasks, specific hours or a specific length of time. All of which is decided by you. They are solely responsible for their own taxes and benefits. They work remotely and provide their own equipment and supplies. There is no add on cost to you as an employer.

2. A Virtual Assistant is highly skilled and can cater to your needs in the ministry by doing specific tasks

One of the best reasons to hire virtual assistants for the church is to get someone specifically for the tasks you need. Need someone to manage social media? Hire an assistant that’s an expert in that area. Want someone to handle the secretarial and administrative tasks? Hire someone who’s more skilled in that area.

3. Leaders are overwhelmed

It’s not unusual for Church leaders to feel overwhelmed. Virtual Assistants take some of the pressure off of overwhelmed pastors. They handle those tedious tasks that help give pastors back valuable hours back every week to focus on the things they are called to do.

4. Dedicated Support, with experienced virtual church assistance

No matter how good your Church volunteers are, they are busy people and are not always available when needed. Virtual Assistants are available at the times agreed and are able to give you the dedicated support required.

5. Put the focus back on Church

Hiring a Virtual Assistant who has the skills to do the job faster and more efficiently leaves the Church Leaders to focus on the bigger picture for the church and its members. 

If you need any help with Church administration and management either virtually or in person, please get in touch.

New Term, New Routine 

As we enter September, children are back at school, workplaces are reopening and life is becoming busier. After 16 months of everyone being at home, we are suddenly needing to create yet another new normal, another routine.

Here are my top tips:

Plan Ahead: Get a Planner!

Personally, I find it really helpful to use a planner that enables me to plan months, weeks and days, but there are many types of planners available, just find the one that works for you.

Once you have chosen your planner, add in the non-negotiables, whether that be school runs, dog walks or regular appointments. This will give you a starting framework.

From there, add in your working hours and any regular work commitments.

It is also very important to build in time for yourself. This should not be an afterthought and don’t feel guilty! Taking time for yourself is good for your wellbeing and improves productivity. This could be something as simple as a short walk or a coffee or something more specific like a gym class.

Colour Coding

Whether you use a paper or online planner, colour coding can help to differentiate between personal and work tasks or even clients. In addition, prioritising tasks by colour can also help you to ensure that the most urgent tasks get completed first.

Write it down!

Who doesn’t love a list! Using your planner to create a daily/weekly task list helps to unclutter your mind, ensure that the jobs get done and nothing it forgotten. There is a great sense of achievement when you cross a task off the list. I have been known to add a task to a list just so I can cross it off!

Set deadlines

Set ongoing deadlines: for example, if you’re expected to finish a project after 2 weeks, then set another deadline for another task right after it. This will make you avoid procrastination while working.

Divide the task

Sometimes a number of small tasks can be better than one large task. If you are feeling overwhelmed by a task and worried about the deadline you have set yourself, you can split your task into mini-tasks to encourage yourself to finish.

Declutter your workspace

A clean and tidy workspace helps to keep you focussed and on task. It also minimises time wasting and reduces stress.

Being able to find everything and to work through tasks methodically minimises time wasting and reduces stress. It is also proven that having plants around increases productivity.

Don’t be afraid to say No!

One thing we are all guilty of is over committing ourselves. This is why planning ahead is so important, as being able to see a month/week at a glance enables us to see what other commitments we have. It is always easier to say no if there is something already in the diary.

Hopefully you will find these tips helpful as you begin to get back into a routine. However, if after reading this, it all still sounds too daunting and you would like some help, then please do not hesitate to get in touch. We would be very happy to chat through how we can help you achieve a better routine and a better work/life balance.

7 Top Tips for Better Office Management 

For so many of us, Covid-19 changed the way we worked and working from home has become the new “normal". Suddenly, we were responsible for our workspace, the hours we kept and the structure of our day. Whether it be a dedicated space or the kitchen table, how we manage the “office” has a huge impact on the working day and the level of productivity achieved. As an experienced office manager, here are my 7 top tips for better office management.

Structure your Day

No two days are ever the same, however, having structure to your working day means you can be 100% focussed on the tasks you have set. It also helps to reduce procrastination from setting in!

• Schedule those tedious or mundane tasks into your diary.
• Work out when you are most productive and do the harder tasks then.
• Set a specific amount of time to work on each task to break things up.

Create Routines

If you want to stay organised and keep things running smoothly, the key is to set up routines for handling paperwork and office processes. Although we live in a digital age, there are still tasks that rely on paper. 

When I first started work, I was taught that every piece of paper that comes across your desk should only be handled once, acted upon and filed (and filed can mean the bin!) and it is a practice that I still use. This means that I don’t have an in-tray that is never empty nor piles of haphazard papers all over my desk which not only looks untidy but makes me feel disorganised.

Applying similar principles to digital communications such as prioritizing emails, acting on them immediately or flagging for future action and scheduling regular tasks, such as filing, accounts etc, each can really help with creating a routine and increasing your productivity.

Manage Processes

This is where an analytical mindset comes into its own. Creating processes that achieve the result you want in the most effective way is a key element in office management. However, it is always important to review these processes from time to time for two reasons: -

• It enables you to stay compliant with regulation and reduce the risk of penalties.
• You may discover better, more efficient ways of working which will save time and money.

Clear Communication

Clear Communication is vital to ensure that everyone knows what is expected of them and to avoid misunderstandings. Being able to adapt your communication style to fit different personality types enables you to relay your message effectively and efficiently.

Set clear instructions as to the best way your clients and team can get in touch with you during the day that will ensure the best response. Whilst you may not always be able to help with everything they need immediately, a clear structured process will lead to better communication in the long run.

Optimise your Workspace

• Arrange your workspace to maximise space and efficiency.
• Access as much natural light as possible
• Decrease clutter, it only acts as a distraction
• Clear your workspace at the end of each day. This will help you to declutter both mentally and physically and help to increase your efficiency.

Technology

Keep up to date with the latest office equipment, apps and technology and use what will be most beneficial to you. Whether that be using Toggl to keep a track of your time, Dropbox for transferring files, or Appointfix for booking appointments. Choose the technology that best supports your productivity.

Outsource

Consider where you need extra help and hire a virtual assistant who has that specific expertise to support you. Whether that be a social media company to run your Twitter account, a copywriter to write your blogs or reoccurring tasks such as admin, email management or mailings, all of which could be outsourced. Here at TV Office Management, we can help you to organise your work and lighten your load. Get in touch today and find out how we can achieve this together.

These are my top tips to help you manage your time more effectively and achieve the results you want. Have you got any tips or tools you use for productivity and efficiency? I’d love to know!

Top 5 admin tips to reduce stress

As a Virtual Assistant, I often get asked about my top tips to help get organised and reduce stress. If you are struggling to know where to start or you recognise the below questions, this blog shares my top 5 tips which can help you manage your stress levels.

• Is your to-do list never-ending?
• Are deadlines approaching faster than you are meeting them?
• Do you have days where you feel you haven’t achieved anything?

Here are my 5 top tips…

1. Recognise what is going well

When you consider what is going right, it instantly puts you in a positive mindset.

2. Take a step back

• Identify the things that make you stressed.
• Once you know what stresses you out, you are much more able to work out how to deal with it.

3. Have a clear to do list – who doesn’t love a list!

• Prioritise your tasks.
• Write down everything that you need to complete.
• Rank these tasks from greatest to least, (the most important/urgent tasks at the top).
• Work down the list and cross them off when completed.
• At the end of each day, prepare a new list for the following day.

4. Tidy your workspace

“A tidy desk leads to a tidy mind” is so true. If your workspace is cluttered and untidy it will affect your clarity of thought and thus reduce your productiveness. Sometimes, a particular task or project will result in a cluttered desk, taking a few minutes to tidy before starting the next task will help to keep focussed.

5. Delegate or Outsource Tasks

You can’t do it all and if you are trying to then you’re probably not doing everything as well as it could be done. Delegating and outsourcing tasks that you find stressful, do not enjoy or are just not good at, will free you up to enjoy the tasks you love.