How To Get The Most Done In Little Time

Posted by Patrice: Your Virtual Assistant at 10:36 AM

So, you have a deadline that's approaching very soon and you don't see how you could possibly get everything done on time? Working as a Virtual Assistant, most of the time I'm working on a deadline and it is rarely on my side. So here are a few tips on making sure you beat the clock in this race against time!


1. Stay Organized
Making sure your office or work area is neat and tidy can prove to be VERY beneficial especially when trying to meet a deadline. When you are busy working you should focus your time on production not looking for papers, notes, files etc. Working in a mess or an unorganized environment is stressful and takes up more of your time---time that can be focused on your actual work.

2. Plan Ahead
Sometimes you know in advance when your deadline is, and sometimes you don't. In either case, you should automatically come up with a plan as to how you will get your project completed by that date or time. Immediately come up with 2-5 steps (this depends on how complex the project is but usually should be no more than 6 or 7) that are broad and sum up smaller tasks that will complete that step.

For example:

Project 1078

1. Send data to BX Team
  a. compile list of publishers in target area
  b. verify information
  c. conduct publisher survey
  d. input analytical results
  e. send docs to team

2. Gather BX Team Input and Execute
  a. update team form
  b. send form to members of BX team
  c. analyze and record results of bx form
  d. upload and publish form results to server

The smaller steps are actual tasks that you should complete, once the tasks are done you have completed the step then you would move on to the next. This is an easy way to stay on track, organized and measure your progress. You should also prioritize and give yourself enough time to spend on each task so that you can get the project done on time. Quality is always key but staying ahead of the game and pacing yourself that you remain on schedule is also important.

Planning ahead also means re-prioritizing everything so that you can successfully complete your project by its deadline.When I have a tight deadline, I'll change my personal plans if I feel it will help me meet my deadline. From rearranging conference times to putting a couple things on hold, you have to figure out what's more important so prioritizing is very important when it comes to meeting a deadline. If you can't prioritize you probably won't get many things done on time, if ever.

3. Get Started
Many times we are so caught up in thinking about how we want to do something that we don't even start! We'll think about it for so long that by time we are done thinking, we don't have enough time to finish. One thing that I tell people is to just go with the flow. Time will wait for no one so you have to get moving as soon as you can. Spend adequate time creating a plan and then implement it. You can always change things around later if you need to.



Questions or comments? Leave a comment here or email me at justhavemedoit@gmail.com