How do you track and report your productivity and performance using virtual assistant tools?

Toggl is a great tool which I use to track my hours. I also use Asana to set goals and keep track of leads. And a good old excel spreadsheet to keep track of my profit and loss.

If you are tracking time then use Toggl Track for not just client work but also your work on your business. This helps with really seeing how much time you are working. Toggl enables you to print reports for your clients to show where time has been spent. Be conscious of charging per hour instead of product work as the quicker you get the less hours you work however you deliver the same value.

It's also important to note that every Virtual Assistant may have their preferred tools based on their specific needs and the requirements of their clients. For example, I love using using Toggl track combined with an Excel spreedsheet. Combing the two can be a great way to report your productivity and work progress. But at the end of the day, the key is to find tools that work best for you and your clients. Whilst ensuring there is a mutual understanding and effective communication throughout the process.

While managing my tasks, I rely on the desktop application to efficiently track my time. Additionally, I meticulously document my work using either Google Docs or Spreadsheets, ensuring comprehensive reports. These reports are then shared through various communication channels such as Slack, WhatsApp, or freelancing apps, adapting to the designated status for seamless collaboration.

Find a tool that works best for you. Occasionally try out other tools, different clients have different needs. Have had clients who prefer everything on slack, some excel, others Basecamp.

As a VA setting clear goals and expectations will not only help you understand your clients' needs but also enables you to manage your workload effectively. So what l like to do is l regularly update my clients on my progress in the Trello Board that we are sharing. So you could create cards with titles such as "To do", " "Doing" and " Done" and this will be like giving your client transparency and reassurance that you getting the work done! This will help build trust and confidence in your work realtionship. And when you consistently deliver high-quality work and meet deadlines, you'll establish yourself as a reliable and efficient Virtual Assistant.

Have a contract in place and make sure you revisit boundaries , especially if clients aren’t respecting them. Be tough with yourself and stick to the boundaries you make. If you want to work out if your boundary hours that is up to you, just make sure any comms to clients are scheduled to be sent on your core hours.

Setting clear goals is crucial for both the VA and client. For a smooth productive working relationship setting clear and realistic goals is very important. Adding communication to the mix is very important, it shows you are diligent in your task. Always update your task as soon as you make progress. On Trello you can do this on your shared created to-do list with clients.

Staying productive and accountable as a virtual assistant requires mastering time management and self-discipline. Here's what works for me: Many virtual assistant tools like Toggl Track or Clockify allow me to track time spent on specific tasks and projects. These reports provide valuable insights into my workflow and help me identify areas for improvement. Additionally, project management tools like Trello or Asana often integrate with time trackers, offering a centralized hub for task completion, deadlines, and time invested. By analyzing both the "what" and "when" of my work, I can effectively communicate my productivity to my clients and continuously optimize my performance as a virtual assistant.

As an executive assistant, I make sure to include our goals and boundaries in the contract and reiterate them in the Kick-off call as well. I also aim to inform my clients that i do not only work for them so response and work rate my delay with x amount of hours as some clients do not seem to understand that aspect.

Use a project management system to track your tasks and so your client knows where you are with a project. Check out Airtable, asana or click up.

One thing I have found helpful is starting your day right.. Starting your day off right can be beneficial. Consider using a task management tool to organize your priorities for the day. You can also integrate time tracking software with it to automatically record time spent on each task. As you work, try breaking down your tasks into smaller, measurable steps to make it easier to track progress and identify areas for improvement. Don't forget to document your thought process, solutions developed, and challenges overcome. This can provide valuable insights for future reference and performance evaluations.

Tracking your work is essential for remote working. By accurately tracking your tasks you are increasing the communications with yourself, your clients and your team. Whatever system you use - Clockify, Toggl or something built into your project manager tools - be sure to maintain it's accuracy and be as detailed as possible to avoid misunderstandings. As always, it's important to find out from your client what level of detail they are expecting and how they want this to be communicated.

Virtual Assistant usually works with multiple clients, so it's critical to set a clear layout of tasks and projects. Asana is my favourite PM tool for managing multiple tasks, keeping track and sharing with other team members!

Notion est top pour la collaboration client. Cet outil flexible permet de suivre l'avancement des projets en temps réel, partager des documents et communiquer efficacement, tout dans un espace partagé. Sa capacité à intégrer divers contenus rend la gestion transparente et sur mesure, renfor?ant la confiance du client dans votre travail. Un espace de travail bien organisé avec Notion améliore l'expérience client et simplifie la gestion de projet.

Have clear comms set out from the beginning. What is classed as an emergency and how is it communicated - ie phone-call Where do updates go? Project management system Calls - weekly or fortnightly calls can do brilliant for comms and relationships with clients

One of the very basic things that I do is to have a 30-minute, weekly 1:1 meeting with my clients. I discuss any pertinent updates they need to know, use the time to check in on any challenges I'm facing or questions I have and, most importantly use the time to manage "up". Since I'm not in communication all day with clients, I need to make sure that I'm using this time to get the answers I need in order to complete my weekly goals and projects on time.

Transparency and feedback are important aspects of communication and collaboration with your team and clients that can help you increase the value of your work. To keep your clients and team members updated with your progress, you can utilize real-time collaboration tools such as Google Docs or Slack. Additionally, it's important to actively seek feedback on your work, regardless of whether it's positive or negative. By so doing, you can identify areas where you can improve and showcase your willingness to learn.

In my onboarding form, I always have a place where my client indicates their preferred method of communication, boundaries and times. This helps us respect each other and be aware of where to reach them and how they want to be reached. I also set weekly 30-minute check-in calls which always end up becoming biweekly and then once a month calls as time goes on and I become more proficient at the job. At our calls we discuss what I am working on, progress on previous tasks and what's new. Sending feedback forms half way through our contract has also been great way to achieve feedback and ensure I am giving my best to help my client.

What l have noticed is that when you report and review your performance its a win-win for both you (a VA) and your client. In my case it helps me see how l am growing and developing. Helping me to stay motivated when limiting beliefs start to set in. Whilst on the other hand it helps my clients identify areas where their own processes may be inefficient or ineffective. This allows us both to identify areas for improvement and make adjustments as needed. So take some time to reflect on your journey as a virtual assistant and to create a report that captures your accomplishments and areas for improvement. This report will definately be a valuable tool for you and your clients as you continue to grow and succeed.

Another app I've found helpful is taco.app. It allows you to integrate several different PM/CRM tools into one platform. This can save you time when you have clients utilizing different platforms, putting all (or most) tasks, etc. in one place so you aren't spending time checking multiple platforms throughout the day. Also, don't forget to track the time you are working in your own business. This becomes invaluable when you get to a point where you are ready to hire help - you can pull reports to see where you spend the majority of your time and hire for tasks that will free up the most time.

Imagine that you're building a house. You need to make sure that the foundation is strong before you can start building the walls and roof. Same applies to tracking and reporting on your productivity and performance. It's like building a strong foundation for your business relationship with your clients. So when you use the right tools to showcase your productivity, you build a foundation of trust and understanding that will support your success in the long term.

Rely on tools like Asana for task management and Toggl for tracking time spent on projects. These platforms provide invaluable insights through their reporting features, allowing me to analyze time allocation and prioritize tasks effectively. By setting clear goals and deadlines in Asana, and meticulously logging hours in Toggl, I've been able to refine my workflow and improve efficiency. Sharing these performance reports with clients and team members not only boosts transparency but also fosters a culture of continuous improvement and accountability.