What Does ‘Organized’ Look Like to You
Discovering the perfect organizational strategy is a pivotal step in optimizing efficiency and productivity within any business. Our approach to client discovery begins with understanding your unique needs and preferences. During our initial Discovery Calls, we delve into the core tasks that often burden business owners—Email and Calendar Management, File Organization, and Data Entry. However, our focus extends beyond mere task lists; we strive to uncover your organizational preferences to tailor our services precisely to your workflow. From colour-coded calendars to alphabetized files and beyond, we recognize that one size does not fit all. Join us as we explore the art of personalized organization and how it can revolutionize your business operations.
Every time we have a Discovery Call with a potential new client, we start by asking what services of ours they feel they need the most. Generally, this ends up being Email and Calendar Management, File Management, and Data Entry. These tend to be the most common tasks for many business owners, tasks they often dislike doing and put off until they become almost unmanageable. Once we get to the bottom of how overwhelmed they are and what sort of volume they’re dealing with when it comes to correspondence, appointment setting, and the backlog of filing (including the systems they’re using), we always ask this: “What is your organizational preference?”
When we’re asking this, what we want to know is whether or not they need to have things color-coded, alphabetized, filed chronologically, or a combination of all three (or something else entirely). This is so important because, just because an organizational method works for us, it doesn’t mean it works for our clients. We can go into a system and completely revamp it – file client details, create email folders, time-block calendars, create task lists and all of that great stuff we specialize in – but if we’re doing it in a way that doesn’t make sense for our client or isn’t easy for them to maintain then it is all a waste of time (for both parties!).
That being said, if we can get to the bottom of how our client’s mind works when it comes to their day-to-day schedule and what sort of administrative capacity they have, then we can create a system that will set them up for success. There are so many different ways to organize and complete an administrative ‘clean up’ and personalizing those systems plays directly to each of our client’s strengths. For example, one client might be most productive by blocking off two afternoons each week to dedicate exclusively to email correspondence, and another might prefer to dig in every morning at the start of their day to ensure they're starting fresh. One client might want to have their emails organized by Vendors, Customers, Projects/Tasks, while another might prefer to see Invoices Paid/Outstanding, Urgent Response, Product/Service. All are absolutely okay and almost entirely based on industry and individual preferences.
If you’re not sure what organizational method you prefer, an audit of your systems can always help to break down the sort of correspondence and files you are dealing with and what the volume of each looks like. Combine that with your schedule and availability and you have a great starting point!
In conclusion, understanding our clients' organizational preferences is key to providing tailored solutions that truly meet their needs and enhance their productivity. By actively listening to their concerns and preferences during Discovery Calls, we can craft customized systems that align with their unique workflows and strengths. Whether it's color-coded calendars, alphabetized files, or a combination of strategies, our goal is to streamline their administrative tasks and set them up for success. At The AVA Solution, we believe that personalized attention to detail is the cornerstone of effective virtual assistance, and we're committed to empowering our clients to thrive in their business endeavors. So, if you're ready to take the next step toward efficient and personalized administrative support, we're here to help. Let's work together to elevate your business to new heights!
