I keep a running list of the items I am working on for my client and during my regular “office hours” (usually between 10 and 2 on weekdays), I work on the items that are most urgent or have the nearest deadline.
I am responsible for my client’s social media, content creation, image creation, and marketing tool and strategy creation. I also periodically proofread, post and schedule blogs. My days are never the same, but in the course of a month I will write and schedule social media posts, create and post images, create and follow social media marketing strategies, create lead magnets, create landing pages, and work on creating eBooks or books he self publishes. I also help with promotion strategies for webinars and book launches, and help gather information for longer blog posts when needed. Sometimes a special project will come up and we will discuss ways I can help using my skills and strengths and implement a plan or task list for that project.
When a new project comes up, we discuss my client’s ideas and goals in a video conference. He usually shares what he wants to accomplish, and I give ideas based on my knowledge and expertise about how that can be done. We discuss which parts of the project he will do, which parts he wants me to work on, and if there are any deadlines we need to keep. We will also set up a task list on a shared drive where we can keep track of the project and the items that are being completed.
My client and I have a weekly video meeting over Zoom. I will also email him with my progress on projects at least once a week, or more if there were multiple deadlines to manage. We also use OneDrive and OneNote where we keep lists, projects, and notes. [We use other online tools like PicMonkey, Designrr, LeadPages, MailChimp but those are not the tools we use for communication.]
I often work with multiple clients, so balancing my workload is a must. I work about 1:15 per day for each 20-hour client which spreads the work nicely through the week so I am more available on a daily basis for my clients. The extra 15 minutes a day gives me the option to take Fridays off when I can. (If we have a big project that needs more than an hour of attention in a day, I will work as needed, keeping my clients aware of my time.) I use Toggl to track my time and make sure I am focused and concentrating exclusively on the client I am working for that hour. At the end of my workday, I’ll review my lists for each client, check off what I’ve done and schedule what I need to do for the next day. As needed, I will touch base with a client to let them know what I’ve accomplished or how much time we’ve used.
Since I make a list of what I need to do for my clients the night before, I can usually start in on what a client needs right away. After my morning routine, I make a fresh cup of coffee and my dog and I head to my office. I look over my client list to see which deadline is most urgent, that that is usually the client I begin my day with. I set my Toggl timer and work for that client, going through the list that we usually make during our weekly meetings. When I am finished with that client’s tasks, I’ll stretch my legs and start in with the next, following the same system. (Some days I have to save work to do on my laptop while I wait for my son at various events.) When I am finished with my list for the day, I review what I’ve done, email my clients as needed, and make a fresh list for the next day.