Starting something like tracking after being in business for a while is much more difficult than establishing it from the outset. Tracking is essential because it allows you to understand the different aspects of your business, and the benefits are significant.
I’ll admit, when I first started, I only tracked some things. It wasn’t until later that I realized I should have been tracking more. So, I encourage you to begin tracking right from the start to enjoy its full benefits.
Time Tracking
Even if you choose to offer virtual assistant (VA) services in packages rather than hourly, you still need to track your time initially. This helps you understand how long tasks take, ensuring you charge appropriately. For instance, if you charge $100 for a project, but it takes you 10 hours to complete, you’re effectively making only $10 an hour. Knowing how long tasks take ensures you don’t shortchange yourself.
Money Tracking
Tracking your income and expenses is equally important. Next week, we’ll dive into goal setting and budgeting, but for now, just know that having a good grasp on how much you’re making and spending is key.
Tracking Followers and Social Media Engagement
Social media is a great platform for marketing your business. It’s helpful to track who’s following you and where you’re engaging with people. For example, if you’re part of Facebook groups where VA services are requested, track those interactions. Personally, I use bookmarks in Google Chrome to keep track of the most beneficial groups. You can create a folder for Facebook groups that are valuable to your business.
Task Tracking
Keep track of the tasks you need to complete each week and day, either by writing them down or using a tool. We’ll talk about some great tools for task management, but the key is to have a system in place to track your work.
Sales Tracking
One of my favorite things to track is leads versus clients. How many leads do you need to talk to before they become clients? For example, do you need to speak with three people before one becomes a client? Knowing this helps you plan and forecast your sales.
Marketing Tracking
Track which marketing efforts are working for you. Are you getting more leads from Facebook groups, LinkedIn, or local networking? Focus on the platforms that work and let go of those that don’t to avoid wasting time.
Recommended Tools for Tracking
I’m going to introduce some tools that I love for tracking:
- Clockify: Clockify is a time tracking and work management tool that helps users and teams track time, generate reports, and bill clients.
- Facebook Meta Business Suite: Meta Business Suite is a free tools that allows users to manage their Facebook and Instagram business accounts in one place.
- Asana or Trello: These are project management tools that help manage tasks across multiple clients. If you start using them from the beginning, it’s much easier to stay organized as your business grows.
Office Hours and Boundaries
Setting office hours is crucial for both you and your clients. Decide when you’ll work and communicate these hours clearly. For example, I only take scheduled calls with clients, which can be booked via my website. This ensures my clients know when I’m available and prevents unscheduled interruptions. I also use tools like Boomerang for email, allowing me to write emails during off-hours and schedule them to be sent during office hours.
The Pomodoro Technique
Lastly, I want to introduce the Pomodoro Technique, which helps with productivity. Set a timer for 25 minutes and focus on one task. This method is a great way to tackle tasks without getting overwhelmed.
By implementing tracking systems early, you’ll save time, avoid burnout, and ensure your business runs smoothly.
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