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Over the last few months, I’ve shared posts about time tracking, and one of the things that I’ve been asked about is “What happens next? What do I do AFTER I’ve tracked my time?”
One of the best ways to stay organised and keep on track with your projects is to create a monthly plan. Your monthly plan can be filled with notes about when to do your various tasks so you can smooth out your workflow (no more rushing to write that blog post at the last minute!). Here are a few pointers to get you started.
Make a List of Recurring Tasks
Take some time to think about what recurring tasks you have to do for your clients each week. Do you login to their WordPress blog and delete spam comments? Do you schedule their social media content including videos and pictures?
There may also be tasks you only do once a month for clients—like backing up their website or assigning work to other team members. Add these tasks to your list, too so you won’t forget them.
Schedule Recurring Tasks
Now that you know what you have to do each week or month, make space for it on your calendar. You can use a physical or digital calendar, depending on what you prefer. Digital calendars do give you a slight advantage since you can set reminder alerts so you never forget an important task again.
As filling up your calendar, think about how long each task will take and build in some buffer time. For example, if you think you can write a blog post in twenty minutes, give yourself sixty instead. Now, you have extra time if you realize you need to research a fact or interview a source.
Create a Checklist
Some recurring tasks may be big and complex. Maybe you’re a virtual assistant who uploads products to her client’s website. There’s a whole list of things you have to do to make this happen—you need to upload the product to Amazon S3, add it to aMember, set up a form in Active Campaign, create a pickup page in WordPress, add the official sales page to the website, create an autoresponder series, etc.
With all of these tasks, it’s hard to know where to start. Use a checklist to help you stay organised. The next time you’re doing this task, note down every step you have to take along the way. Now, doing this task in the future will be easy since you just have to open your checklist and take action.
When you schedule recurring tasks on your calendar, you’ll be more likely to remember them and impress your clients. You’ll also feel less stress since you know exactly what to do to stay on track each month.