How do you communicate your availability and boundaries as a virtual assistant?

"So that I can ensure I am remaining consistent and predictable in my accessibility to you, I block times of my day to dedicate to my clients individually. I will be working on your projects on ____ at __ in the morning and ___ at night. This way, you know that I am checking in twice per day." This sets the tone from day one that you have a professional routine, and gives them peace of mind that if they don't hear back immediately, they will at your next blocked time. Adjust accordingly to packages of hours your clients commitment to.

For this I ensure that my contract lists my core hours and why happens if a client makes contact out of these. I chose to do this to get flexibility around my children’s school hours and after school clubs. I purposefully work with other working mums as well who understand the balancing act it can be at times. It’s important to keep your boundaries by sticking to your hours and not start to let clients over step them.

In my experience, take some time to figure out when you're most productive and set your work hours accordingly, based on it. This helps you stay organized and ensures you're available when your clients need you. Once you've set it up, of course, that has been communicated with the client, then be consistent with your commitment and avoid distractions.

I also use Calendly which gives clients the opportunity to book a call with me directly. That said, one can always email me too. Otherwise, clear boundaries communicated in the contract regarding my office hours (e.g. contactability) are a great help as long as one sticks to them.

For me I tend to set a 24-48 hour response time. This covers for me if I need to take a day off for any child care issues etc In reality most things are responded to within 10-15 minutes but it just means no one has any unrealistic expectations and everyone knows where the goal posts are. Obviously there are exceptions of an urgent task arises but then it’s down to negotiation between myself and the client in if I have the capacity to turn it around in time.

It's crucial to establish clear response times for emails, messages, and calls. This not only helps manage expectations but also shows your professionalism and reliability, and the important thing is communicating it with the client. For instance, for any small tasks, I used to tackle it in 5-10 minutes response. For the main tasks, or any revised tasks that require some time to handle, then I'll respond to the client's email promptly by saying "noted, I'll revert to you in the next 2 hours. (or how many hours you need it based on the complexity of the tasks), as early response just to notify that I'm on it.

As a virtual assistant, I communicate my availability and boundaries clearly from the outset. I establish set response times, typically within 24 hours for non-urgent matters and immediate availability for urgent issues. Additionally, I outline my working hours and specify when I am not available. Clear communication helps manage expectations and ensures a smooth working relationship.

Gmail has the ability to create canned responses. In order to ensure response times are properly communicated each time a client sends a request, I have created filters that will automatically send those response time reminders - reiterating the expectations of when they will receive a response (within 48 hours during the business week). With task management systems, unless a Zapier integration is set up to automatically comment on new tasks, an autoresponse is not built into the system. In these cases, I rely on the initial information provided during onboarding and reiterated on my site to guide when deadlines are set and when they should expect communications.

I agree, having well-defined T&Cs is vital for any virtual assistant. It's like a roadmap that guides both me and my client. Preferably have a document that outlines what you offer, the extent to which you'll go the extra mile, and the boundaries you won't cross. Having these terms in a signed contract ensures clarity. It's not just about what tasks you’ll handle, but also about the expectations and limits. As a VA, I’ve learnt the importance of establishing my scope. With this I can dive into my tasks with confidence, knowing that everyone is on the same page. You can find inspiration online from fellow virtual assistants or consult a legal expert to customize your T&Cs.

Indeed. Defining your scope of work upfront prevents misunderstandings and keeps projects on track. I used to mention inclusive and exclusive items, clearly in the agreement.

As a virtual assistant, I communicate my availability and boundaries clearly through a detailed service agreement or contract. This document outlines my working hours, preferred methods of communication, and response times. I establish my scope of work by listing specific tasks I can assist with, such as email management, scheduling, research, and administrative support. I also clarify tasks I don't handle, like legal or financial advice. Regular check-ins and updates ensure alignment between client expectations and my capabilities, fostering a productive working relationship.

Defining to your clients the limits of your work will guard against any conflict as you engage in your work as a VA. Tasks one takes on should be dictated by ones ability to handle them to completion within the given timelines

As a virtual assistant, clear communication is key. I establish my availability and boundaries upfront, stating my working hours and preferred methods of communication. I emphasize the importance of respecting those boundaries to ensure effective collaboration. I encourage open dialogue to address any concerns or adjustments needed while maintaining professionalism and mutual respect.

Agree. However, in my perspective, as a remote worker, it will help if you commit to your own boundary set. For me, I used to "Go Home" on time when my working hours were done, and also build a transition into and out of work, to avoid any fatigue from routines.

I do agree that it is important to set boundaries for people and yourself; you will also have to consider family members/friends who know your nature of work and may ask you to do “favors” for them..even if they are a paying client, your work boundaries will go for them as well. #respectiskey

With business boundaries, it’s all about doors and walls. Like the doors and walls in your home, doors can open or shut, but walls are impassable. We often speak about boundaries as only being effective when they are rigid. We’re expected to have “rules” that we cannot break. But disregarding the nuance of situations doesn’t lead us to a flexible work/life balance. Part of claiming our flexibility is deciding the rigid boundaries (a wall) and what you’re willing to compromise on (a door). Determining boundary strengths isn’t black and white, but develops over time. So, embrace the shades of grey while remaining curious and mindful of how our boundaries impact your work/life balance.

These are all valid points but in the article it states : "You should also communicate your scope of work to your clients, preferably in a contract or agreement, so they understand your role, responsibilities, and limitations." These are ALL points that should be included in your T&Cs/Contract, along with data protection and privacy polices, confidentiality agreements, and various others. These should then be signed off by your client. In this way, misunderstanding and any scope creep will be avoided.

Use Scheduling Tools- Consider using online scheduling tools to allow clients to book appointments within your designated work hours. Vacation and Time Off-Inform clients well in advance about any planned vacations or time off periods. Buffer Time-Schedule buffer time between tasks to avoid feeling overwhelmed and maintain clear boundaries between work and personal life.