As a VA you may often find yourself juggling a number of clients or projects at the same time.
You’ll have multiple tasks on the go and need to stay on top of it all.
If you’re using business versions of Office 365 you probably already have an application called Planner included in your subscription.
And if you are working with corporate and larger business clients, they may already be using Planner with their teams – and want you to do the same.
It’s a way of collaborating more easily – sharing files, working on them together, assigning and tracking tasks, and so on.
Planner, like all Microsoft applications, is regularly updated to improve how it works for people using it.
It’s now possible to set a task’s priority and add more detail to tasks. This can help a client to tell you what’s most important to them. And it allows you to guide the client as to what will help you get tasks done most efficiently.
The levels of priority you can assign to a task are Urgent, Important, Medium or Low.
You can now also use a ‘Group by Priority’ feature to see all the items in a group, or bucket, of tasks within a specific project.
This gives you an at-a-glance view of what needs to be done next. To shift priorities you simply drag and drop to move tasks up or down the scale.
Let’s say you are doing some research for a client. There may be information you require from different members in the team, and different data wanted over a set time.
In Planner, you can set up tasks to remind team members of what you need by when… and alter the priority settings as deadlines loom.
If you are asked to create, design or edit a newsletter, guide or brochure for a client you can use the application to manage your editorial calendar.
You set tasks around research, liaising with writers or photographers, the brief, editing, layout, proofreading and sign off.
The priority feature is available on the desktop version of Planner for now – and it’s on its way for mobile devices.
Of course, there are many stand-alone project management tools out there. The beauty of having something like Planner within Office 365 (Premium, Business and Educational users) is it’s all fully integrated with the other applications.
You don’t need to switch to other apps (and, of course, you save having to pay a separate, additional subscription for that other brand’s management tool).
Bear in mind the more corporate the client, the more likely it is they will be using some form of communications hub, such as the Teams app in Office 365.
The more you get used to this more integrated way of working, the better you will be able to market your services to the bigger businesses.
And if they’re not working that way, you can always offer that as a suggestion to them for greater clarity, productivity and performance.
Are you using Planner? Leave me a comment and let me know.