How to Organize Your Virtual Assistant Clients

Katrina WaardenburgApril 27, 2021

Are you struggling to balance your multiple VA clients and keep your tasks separate and in order? Here’s how to organize your virtual assistant clients!

So if you’re looking for the best way to get your VA business organized, I have the perfect tool for you: Trello!

I discovered this awesome tool this past year when I started realizing that it was hard to keep track of tasks for 4 clients at the same time. I needed a way other than my written planner that I could write down my tasks and separate them out between each client. Also, I wanted something that I could access from both my phone and my laptop, so I could add tasks on the go. So here is how to use Trello to get your VA business organized now!

Create a Board for Each Client

The first and most important part of using Trello for your virtual assistant business is to create a board for each client. This way you are keeping things separate and knowing which client needs certain tasks completed. 

This is especially important for those clients that you are doing a little bit of everything for. It may be a lot harder to keep track of those tasks, so having multiple boards that you can list tasks on is important! 

Have a lot of clients and feel like this will be more overwhelming? It’s actually all the more reason to have a separate board for each! And believe me, it will really help you keep track of your tasks and be sure you don’t miss anything, when you have so much to balance. Just name them appropriately for each client, try not to use other boards on Trello besides for your clients, and use a different background image for each to make them stand out.  

Separate Tasks into Categories

Take the time for each client to think about what types of tasks you do for them. For example, do you do email marketing? Content creation? Pinterest? Whatever it is, think about which areas of tasks you do for your clients, and you can separate your tasks into each category. 

Once you know your categories, you can create what is called “cards” on your Trello board for each client. Then when you are adding tasks, you can add these tasks in those specific categories. This is an easy way to see the types of tasks that need to be completed, and keeps them the most organized. 

Only do one thing for your client? No problem! That means your board will be very simple and organized, and you can easily keep track of the tasks for that client! You can instead create cards for present tasks, future tasks, ideas, and more!

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Set Due Dates for Your Tasks

An awesome thing about Trello is the option to set a due date for your tasks! If you have those certain tasks that need to be completed by a specific date, you have the option to create a due date on each task. It will be visible on the card, so that you can easily see which tasks are going to be due soon. 

A fun feature of the due date is that it will actually turn the due date yellow to stand out when the task is coming up in the next day, and turn red when it is overdue. I love this feature because I can see when I really need to complete a task, or realized I forgot a due date. This is different then when I write tasks in my planner, because I can easily miss the task and not realize the due date has passed. So having a way to set these due dates is a huge help in my virtual assistant business!

Use the Mobile App

Another thing I have found super helpful with using Trello is their mobile app! I am always on the go with my girls. I can’t always be in front of my computer or even my planner to write tasks down. But I pretty much always have my phone on me! It makes it super easy to grab my phone and add a task. Especially if I get an email from a client or think of something I need to add to my list. 

I also have a few of my boards pinned to my home screen. This makes it so they are super easy to access and I don’t have to go fully into the app. Then have to search for the specific client board, and then add the task. So this is an option for you! Pin the boards for each client, or just clients that require more tasks, to the home screen on your phone to make things simple!

Create a Board for the Week

Now, I know I said create a separate board for each client. But something I have done in the past is create one board that I can use for all clients. I would use this for each week. When I was feeling extremely overwhelmed, it helped me to see all of my tasks in one place for the week. I would still add tasks to the separate boards for clients, ideas for the clients, etc. But, tasks that I knew needed to be done that week, I would add to this board. 

I would create a card for each client, and then add tasks underneath this. It was a very easy way to see all of my tasks for the week in one place. But I could still refer back to each specific client board for past or future tasks. 

This is an option if you feel too overwhelmed by multiple boards and want your tasks in one place! 

Conclusion

Balancing multiple virtual assistant clients and keeping tasks organized can be difficult! So it’s very important to find a way to keep your tasks separate and not let them slip by. Trello is the perfect tool for a virtual assistant, and a great way to ensure you are providing the best quality service for your clients!

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