Time Management

“I never have enough time”

“I’m always so busy”

“I’m working on so many projects, I can’t do anything else”

This is what a lot of virtual assistants end up telling themselves because there’s so much on their plate and they don’t know how to effectively tackle it.

Now overbooking yourself and having too many clients and projects is one thing. But actually having the time and using it ineffectively is another.

Don’t get the two confused. In one case, you’re genuinely taking on too much work and need to adjust the number of projects or clients you have. In the other case, you’re not spending enough time on the right things.  

So how can you maximize the time you have to get everything you need done, you ask? Well, I’ll tell you. 

Here are 5 time management tips that all virtual assistants should implement.


Use time blocking. 

This has been a life-saver for me!

If you’re not using the time blocking approach to schedule your days, you’re probably wasting a lot of time without even realizing it.

You should block out time to work on specific tasks so you can avoid distractions and stay focused.

For example, if I have a project to get done for a client by the end of the week, maybe I’ll schedule 1.5 hours to work on it daily. So, from 10AM – 11:30AM, I’ll do the work and put away any possible distractions.

That way, I can get more work done in less time.


Have a designated office.⁣

Most, if not all, virtual assistants work from home. To make sure you’re able to be productive, you’ll need to have a designated office space. 

Like time blocking, having an office space helps keep you from being distracted.  

This space needs to be organized and quiet. It should also be free from other distractions of home like children and chores.

You’d be surprised by how much more work you can do when you have a space dedicated to work and work only.

Use your resources.⁣

A craftsperson is only as good as the tools they work with. This also applies to virtual assistants and any other kind of worker. 

The amount of FREE and readily available resources in this world is limitless. There are free tools and resources for project management. They help you maintain the organization of your administrative and creative work. There’s: 

  • Asana
  • Trello
  • ClickUp
  • And so much more! 

The virtual office is more sophisticated than ever before, and taking advantage of all the resources available will help you be a more efficient and organized worker. ⁣

Make self-care a priority.

Or you’ll burn out and end up being less productive when it’s time to work. 

You need to be scheduling time in for breaks throughout your work day. Sometimes it can be easy to get so caught up in your work that I don’t even remember to take breaks. Setting simple reminders for 5min breaks every 30-45min can help you re-energize you! 

Take care of yourself – your body and mind included.  

  • Get enough sleep
  • Exercise
  • Eat well
  • Practice relaxation techniques like meditation or yoga

Pour into yourself. You need to set aside “me time” for yourself and do what makes you feel good and reenergized. Even set aside time to spend with family and friends. 

You’ll be a lot happier and healthier than those who slave away at their desks all day.⁣

Set working hours and stick to them.

You need to be realistic about how many hours you can work each day! And also, when you can schedule them in. 

Don’t work your life away. 

Trust me, it isn’t worth the few extra dollars. 

You need to be clear with your clients about your “office hours” and when they can expect responses from you. And stick to those hours. 

You should be enforcing boundaries around your work life. It can be easy to work at all hours of the day and let work seep into your personal life, but that’ll be bad for you in the long haul.  

Burnout is real and you should do everything you can to avoid it. 

There are ways to get around that feeling of always being busy. 

Whether or not it has to do with the amount of work or time management, something needs to be adjusted in order for you to do your best work.


Regarding time management, it’s a skill that can (and MUST) be practiced – especially while being a virtual assistant. With these tips, resources and tools, you’re bound to push out more quality work and projects in less time.

What kinds of time management skills are you planning to implement? Tell me below!

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