Build Your Virtual Assistant Business

5 Steps to Productive Meetings with Your VA Clients

Do you find yourself spending (or losing?) a lot of time in meetings with your Virtual Assistant clients?

A lot of VAs I talk to get trapped in a corporate type of working relationship with their clients. What I mean by that is that clients get into the habit of wanting meetings for every little thing they need.

This might seem innocent, but it’s a really bad habit that can get out of hand easily if you don’t handle it correctly.

When a client asks you for a meeting, the very first thing you need to figure out is if it needs to be a meeting at all.

It’s up to you as an independent contractor to put policies and boundaries in place for how clients request work to be done, and how they should communicate with you about it.

Not all work requests need to be meetings. In fact, most of them don’t.

In the event that you do need to meet with a client, here are 5 tips to help you make your meeting as productive as possible:

1. Schedule the Meeting

Make sure that you always slot meetings into your schedule when it’s convenient for you. Don’t do last minute meetings with clients – it’s a hard habit to break once you start it. When a client wants to meet with you, put it on the calendar. Set a start and stop time for your meeting – the shorter the better.

2. Take Charge

When you let the client take charge of a meeting, you run the risk of wasting more time than necessary. For all meetings, make sure you are the one leading the meeting. Come prepared with your objectives and run the meeting.

3. Follow an Agenda

Most meetings run longer than they need to. With every single meeting you host, create and follow a simple agenda. A meeting should be held for a specific reason. If it’s about one topic, cover that topic and then end the meeting. If it’s a weekly meeting and you have a number of things to discuss, continue to hold to the agenda and time limits as necessary.

4. Stop at your Designated Time

Always end a meeting on time. When you allow a client to ramble on for hours, it’s a waste of everyone’s time. Be clear about the objectives of the meeting at the top of the call, and stick to the agenda you created, and the time you allotted.

5. Charge the Client for the Meeting

I can not tell you how many VAs tell me that they do not charge the client for meeting time. It’s billable! Anything the client needs you to do for them – including the communication between the two of you – is billable to them. They have to pay you for your time. When you charge the client, not only are you more aware of how much the meeting time is costing them, but they are too.

As I said, not all conversations need to be meetings. To keep your VA business productive and efficient, use the steps above to run faster, more efficient meetings when necessary.

You may need to adjust your other communication methods to make shorter meetings work in your business, but once you do, you’ll wonder why you ever spent hours in meetings with your clients to begin with.

Your VA clients are paying you to get their work done. So don’t spend it in meetings, spend it doing their work!

If you need help with procedures, boundaries, or improving communication with your clients, look no further than your VA community! An annual membership in CAVA is the answer. CAVA is a professional association for Virtual Assistants in Canada. We provide community, visibility, resources, connections, training, client opportunities and so much more. Check out our full list of benefits here:

About the Author: Tracey D’Aviero is a Virtual Assistant Coach, Trainer, Speaker and Author. After operating a busy VA business of her own since 1996, Tracey began teaching others to run their VA businesses in 2010 through Your VA Mentor. In 2016 she purchased the CAVA and GAVA VA associations and now teaches and coaches VAs exclusively. She has a vast amount of experience working in many different industries which helps her to offer her students and coaching clients a unique perspective and sound advice. She is a proud advocate of the Virtual Assistant industry. Learn more about Tracey’s journey in the VA industry here.

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