Your Friend - And Mine - Organization!

Organization is a BIG part of becoming a successful Virtual Assistant. You’ll quickly find that many of your clients, despite how capable they may be in other areas, are unbelievably unorganized! These people will count on you to whip them into shape.

Not only that, imagine how impressed your clients will be when you’re talking to them on the phone and can say, “I have that right here” vs. “Hold on a minute,” as you search and search for whatever it is they are talking about.

Here is the simple but effective way I keep my files organized.

I use Dropbox so that the files on every computer and device are synced. That way, no matter where I am, I have access.

1. I have a folder called “clients.” In there goes ALL the client work (no exceptions), with each client having his/her own folder with their first and last name as the title.
2. Inside the folder, I organize the files according to what they are. Like this:

   

   From time to time you’ll need to make another, sub-level of folders. For example, in the presentations folder, if there is more than one draft or additional files for one presentation, I create a sub-folder for that presentation to keep everything related together. Add the date of the presentation so you can easily find what you’re looking for.

3. Download attachments from your emails. Every time a client emails me an attachment, I download a copy and save it to their folder in Dropbox. That saves me hours of searching my inbox for past emails when one of these is needed.
4. Create file names that are meaningful. For example, when saving this newsletter the file is called, “May 2018 Newsletter #1”. When I get it back from my editor it’s called “May 2018 Newsletter #1 Edits.” Once I approve the changes it’s called “May 2018 Newsletter #1 – FINAL.”
5. Create an Archive. When you finish a project with a client and it doesn’t look like there’s going to be more work, move them out of your current client folder and add them to a folder called Z. Archive. Adding “Z” to the front of the name moves the folder to the bottom when sorted alphabetically. Just drag the inactive client folders to the archive for safe keeping. I’ve had clients come back after 4 years and I was happy to have all their records at my fingertips.

If your files are currently a mess, start by creating your Clients folder and then sub-folders for each client within. As you use files, save them in the new system and use it faithfully going forward. It may not be perfect, but at least you’ll save time in the future. When you have some downtime, go ahead and start organizing the old files too.

Remember, efficient systems save you time and allow you to earn more money, more easily!

If you’re not already a member of our Facebook Group, The Virtual Assistant Connection, and would like to join, here’s the link: https://www.facebook.com/groups/thevaconnection/