January  2016 | Volume 17 Issue 1


Yvonne Weld, President

Yvonne Weld

As entrepreneurs we have a lot of demands on ourselves each and every day. We not only have the demands of our own business but also of our clients' businesses and our family lives. A lot of the time it can be very overwhelming.

This month's IVAAcast addresses just that; how to stay organized. Let's face it without organization a lot of things can "slip through the cracks" and before we know it can cause problems. It is crucial you have a system in place that works for you! Tracey shares 5 fantastic ways to keep yourself organized in her article below so please take some time to read it.

Facebook Group:

We have recently moved over to a Facebook Group from our IVAAnet platform. If you are a regular member, please watch your email for your invitation to the group if you haven't already received one. The group is already becoming quite active and we can't wait to see you over there.


Also, we have now released our IVAA Live Summit schedule and I myself am very excited about the topics that we will be covering this year, as I am sure you will be also. Please continue to watch as we announce the speakers for each of these topics.


Once again it is time to hold nominations for next year's Board of Directors. Did you know you can self-nominate? If you feel you would be a great fit for one of these positions shown below (or know someone who is), please send an email with the name of the person you are nominating and the position you are nominating them for to nominations@ivaa.org.

Open Positions:

The following positions are open for the 2016 – 2018 Board of Directors:

  • Vice-President
  • Treasurer
  • Education
  • Member Benefits
  • Marketing

If you would like more information about any of these positions please send an email to nominations@ivaa.org.

New Members:

I would like to officially welcome the following new members to our IVAA Family!

Trimone Hodge, Bethany Dotson, Karyn Croteau, Julie Lewis, Diane Brooks, Brittany Barry, Emma Herbert, Maria Corona, Mareshia Robinson, Julie Lewis, Diane Brooks, Brittany Barry, Emma Herbert, Maria Corona, Mareshia Robinson, Lottie Elias, Naisha Phillips-Douglass, Constance Israel, Janice Ernest, Rachel Cree, Marya Mesa, Monica Waugh, Michelle Callipari, Jamie Samolewicz, Stephanie Lee, Dennis Dames, Kristin Hannah, Tracy Noble, Judy Essig, Flora John-Phillips, Kate Pienovi, Mary Trentadue, Diane Fawcett, Tiffany Morgan, Patricia Taylor, Samantha Hogue, Alisa Young, Estefany Benedith, LaKesha Powell, MyishaShona Williams-Barnes, Joey Nussear, Kelley Duren-Jones, Sandra Tuizer, David Camin

Yours virtually,

Yvonne Weld
IVAA President

5 Keys to Organizing Your Day
By Tracey D'Aviero

Tracey D'Aviero

The best way to make sure you get everything done is simply to get organized.

Sure, it sounds simple enough but it's often much more complicated than that.

When you are juggling multiple clients, and managing your own business priorities on top of that, the wheels can come off the cart pretty quickly if you're not careful.

And when that happens, you not only lose time, but you can lose money too. By flying by the seat of your pants, you can end up wasting time and potentially losing out on client revenue.

Here are five keys to organizing your day, every day:

1. Pick a system that works for you. To be organized you need to use the same system day in and day out. It doesn't matter if it's pen and paper, digital, online, offline; the main thing is it needs to work for you. You can have what others deem 'the best' system, but if you don't instinctively use it to manage your to-do list then it's not worth it.

2. Be diligent with your record keeping. Whatever system you use to manage your tasks, go straight there each time you need to update your list. If you have a production call with a client, take a few moments after you are finished to update your list. If they send you an email, update your list. When you complete a task (or a part of a task), update your list. There is no sense in using a project management system if you don't keep it up to date.

3. Identify how to divide your work into batches. When you are looking at your list for any given day, figure out how to maximize your productivity by batching similar work. There are two ways to do this: work on one client's work only, ticking and bobbing for a period of time until their work is completed; or work on similar tasks at once – perhaps doing several newsletters or data analysis in a certain period of time. Focusing on something specific for a certain period of time is a terrific way to increase your productivity.

4. Keep yourself on schedule. If you book a certain amount of time to complete a task, do your best to keep yourself to that schedule. Running over time jams up the remainder of your day and puts you behind. Minimizing distractions is the main way to keep yourself productive. If you just can't stay away from social media, book time in your schedule for a break and indulge yourself – but make sure you stop at the end of your break time.

5. Allow for a change in plans. Things comes up that will throw your normal day off. Don't schedule your day so that you don't have any spare time. You need to be flexible if necessary – if something takes longer than you thought, if a client has a new task that you have to squeeze in, or maybe a new prospective client calls and you need to fit that in. Whatever the additional item is, you want to ensure that you have some room to slide things around a bit.

Getting organized is usually not the difficult part. It's staying organized that usually is. So work with your own system, use your schedule to your advantage, and give yourself a chance to be as productive as you can be.

You will get more done, you will be more focused, and you will be more profitable too!


Jeanne Biggerstaff

Live Summit 2016 – May 2-5, Orlando, FL at The B Resort & Spa

Take great content and mix in the opportunity to network with other inspiring VAs, and you have the perfect formula to Create Virtual Magic for Your Business!

Register by January 31st and receive the Early Bird price of $449. We are offering a convenient 2-pay plan. Book now to get in on this deal!

Hotel Reservation link now live!

Get the special IVAA hotel rate of $149 per night by using our private registration link. Book your room now!

Program Planning Underway

This year's Live Summit will offer a mix of extended hands-on sessions, shorter informational sessions, moderated open discussions and plenty of networking opportunities.

Here's a preview of just a few of the topics we'll be offering:

  • Website SEO Planning
  • Finding Clients
  • Project Management tools
  • Subcontracting Dos and Don'ts
  • Wordpress Website Security
  • Social Media Branding
  • Creating Info Products
  • New Social Media Platforms

We'll be updating the Live Summit website over the next few weeks as we confirm topics and speakers so please visit often!

And don't forget to join the conversation in our Live Summit Facebook group (available to those who register)!

Jeanne Biggerstaff
Events Director


Tracey D'Aviero is a veteran VA and Founder of Your VA Mentor. Tracey trains and mentors professional women and men who are brand new to the VA industry or who have been struggling to make their business successful. Her mission is to educate professionals on how to build and grow successful and profitable virtual businesses in the VA industry by implementing systems and smart principles. Contact Tracey for speaking engagements, group training or private coaching at www.yourvamentor.com.

May 2 - 5, 2016

President's Message
Working with a Virtual Assistant - 5 Keys to Organizing Your Day

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