A Day In The Life Of Moi

What can I tell you, no two days are the same when I am wearing my VA hat. Things can change in a blink of an eye and I think that is what I really thrive on. I work well under pressure. I usually complain for 5 minutes and then suck it up, put on my big girl’s pants and look for that solution that is waiting to be grabbed because let’s face it, there is always one.

5:00am

Monday-Friday I set my alarm to go off at 5:00am. My boys are 15 and 21 so they won’t be up for another few hours thankfully. My husband will probably come home at this time, having completed his night shift. We will usually enjoy a cup of tea, and have a chat before he goes to bed.

6:30am

At least 2-3 times a week, I will grab my gym clothes and head out for a class, my gym is a two-minute walk so there are no excuses. I prefer classes as I literally turn up and the instructor puts us through our paces. 45 minutes of blood, sweat and tears with no apology. I find workouts really get me lively and ready to tackle the day ahead. I spend a lot of time seated so it is important for my body, especially my back, neck, and shoulders to move around.

7:30am

Once back at home, I get myself sorted to begin my working day. I quickly have a look at my emails, to see what has come in overnight. A couple of my clients are overseas, so our PM is their AM and vice versa.

I run around after my youngest as he would lose his head, if it wasn’t screwed on. I make sure everyone has everything they need, lunch money, oyster card, house keys and bags are packed ready to go.

8:00am

Both boys leave home to go about their day and I exhale. I then make another cup of tea and decide whether I want to listen to music or watch a Podcast. My current favourite is ‘Diary of a CEO’. Between 8:00am – 10:00am it is purely ‘my time’ so might pop to Tesco’s to do a full shop or put on a load of washing. The joys of working from home.

10:00am

This is my official start time, so I begin by checking emails on behalf of my clients. I currently manage 7 mailboxes, and all are very busy. I focus on each mailbox and feedback to each client with anything that needs to be followed up or needs immediate attention. I feedback to my clients either via email, WhatsApp or by flagging it within the same mailbox. I will answer any emails myself and sign off as myself using any of the titles my clients like me to have. My job title for my clients varies, they are:

  • Coordinator
  • EA to……
  • PA to……
  • Team Assistant
  • Team Member

The most popular one to use is ‘Personal Assistant to’, I don’t think I have ever been referred to as a VA to any of my clients. Clients really enjoy the thought of having a team and having a person acting on your behalf brings a feeling of ‘teamwork makes the dream work’.

11:00am – 13:00pm

I head to Asana which is the Project Management tool that I use for all client work. All tasks will be added here and once done; I mark them complete. It’s really helpful also to keep conversations all in one place. My clients and I can set deadlines here and track milestones of any projects that we are collaborating on. You can even add attachments etc. it is a great piece of kit Asana is.

Once I have done with Asana and have completed any tasks set (that are due) I move on to any other client work that I may have. I have weekly catch-up calls with my clients to just touch base or even have a chat in general which I love. 10-minute conversations can easily progress to 30 minutes with no one even noticing that the time has flown. In our defence, the work stuff is always covered first just so we do not miss the point of the call.

I will also have a planned discovery call with a potential new client. I have limited these to no more than two a day. Once my discovery call comes to an end, I follow up with a summary of what service I think may suit them best and what it could include. This is always tailored to suit their business.

During this time, I may have a couple of emails to move meetings around to fit another one in, set up a Zoom call for that morning/afternoon or even move a meeting to a completely new date and inform all parties, when the meeting is due to start in 30 minutes! Things happen and I understand my client’s stresses, so I make sure I keep a calm voice as us both being frantic, help nobody

13:00pm – 14:00pm

Everything stops! I put my laptop to sleep and head to the kitchen to grab some lunch. I make a point of stepping away from my desk completely as if I work through the time I have blocked out for lunch, I will work through the entire day and not notice.

14:00pm – 16:00pm

These are the last hours of my working day (officially) so I will spend time doing more client work. I work best in the morning so will do all those tasks that require lots of concentration and attention to detail in the morning. In the afternoons I will usually do things like updating databases, organising meetings on behalf of my clients, sending out Agreements, collating receipts etc.

Before closing for the day, I will look at my to-do list and see how I got on. Things change all the time, so occasionally not everything will get done and that is no problem at all. I am very good at prioritising my workload, so nobody gets left behind.

I will then write a list for the next day and include anything that did not get done the previous day. This really helps because it means that I don’t waste any time getting started when I sit down in the morning. My brain is not fuzzy, and I can get straight to work. This trick has never failed me yet.

16:00pm onwards

Although my official working hours are finished, you might find me watching Emmerdale whilst designing a flyer or uploading a video to YouTube for a client. For my overseas clients, I keep an eye on my inbox just in case anything comes up. My overseas clients know I am in the UK so will usually send me emails/tasks to do with no quick response required.

So that’s it, as they say, variety is the spice of life right?