How I Use Evernote to Manage Client Information

Eight years ago, when I first began working as a Virtual Assistant, I used spiral notebooks to track my notes from client calls and meetings. But as my client list grew to more than 20, there just weren’t enough colors to go around! There was no way notebooks could do the job anymore. In this episode of The RocketGirl Show, I'll share how I use Evernote to manage client information.

TRANSCRIPT

 My name is Belinda Wasser, also known as RocketGirl. And today we're going to talk about how I use Evernote to organize my client information.  

When I first started out as a virtual assistant, I only had a handful of clients. I started taking notes for each client in one notebook, and that was very quickly, very confusing. So I took a trip to Staples and I purchased a handful of notebooks and each client was assigned around notebook.  

However, what happened was I really had to go over to each notebook and look at them, and it became cumbersome right away. So soon as I hit about 10 clients, I abandoned that approach, and I started using Evernote. Evernote is a cloud based or desktop based solution where you can keep notes, you can attach PDFs, all kinds of information no matter what type of business you're in.  

So let me show you my practice for keeping client information. So here we are in Evernote, and you can see right here it says RocketGirl client notes. I'll make myself a little smaller so you can see, RocketGirl client notes, and that is a notebook. You can create different notebooks. I have several. So the RocketGirl client notes, and then within that,  have notes, one for each client and I name them the client's first name and last name. That way I can easily find them, easily search them. I found that with most systems, the key to them working is consistency, so I name their note, their first name and their last name, and I keep it in my RocketGirl client notes notebook. 

Here's what happens. I get on a Zoom. I get on the phone with them and I start typing the notes, at the top of the note. So the most current information is always at the top. I might type notes about the project or what they want me to be thinking about or any research I need to do, any links they provided me that I need to refer back to. Also, if they send me an email and there's just one snippet of information or something that I need that I want to use later on, I'll put that in the note too.  

Some people like to put the date at the top of each note that can be very useful. I simply create a divider line by hitting the dash button the key three times and enter, and it just makes a line all the way across the note that works in a lot of applications. So I'm able to completely search and keep all of my client information very organized. Part of my new client onboarding process is to set up an Evernote note so that when we're on the phone or Zoom or they're sending me information that I need to keep, I can drop it right in there.  

So before we leave today, I would like to tell you a little bit about my free online classroom, The Virtual Assistant Connection. We are on Facebook. We have over just about we're very close 13,000 members, which is really exciting. So come check us out. You can find this by typing The Virtual Assistant Connection in the search box at the top of Facebook. Over there, you'll find over 100 videos just like this one. You'll find articles, news, and community, all for people who are either thinking about being a virtual assistant or who have been one for a while. So I hope you'll join me. I'd love to welcome you, until next time, I'm Belinda Wasser. Signing off. Bye bye.