Ideas for virtual assistants

Ideas for virtual assistants

• Client inbox to task list

  Every weekday at 8, read the new emails from Harbor Dental and Lumen Studio and add each request to that client's ClickUp list with a due date and priority.

  Brea turns every ask into a task and puts the urgent ones at the top of each client's list.

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  • Email

• Client call prep

  An hour before each client call on my calendar, text me who's on it, our last email thread, and the open tasks in their Asana project.

  Brea pulls the thread and the tasks together so you walk into every call caught up.

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• Call follow-up

  Here are my notes from today's call with Lumen Studio. Draft a follow-up to Priya with what we agreed and who owns each next step, and add my action items to Notion.

  Brea writes the recap for your OK and files your to-dos on the client's page.

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  • Email

• Invoice reminder queue

  Every Monday, find the invoices in my Google Sheet that are past due and unpaid, and draft a short reminder to each client with the invoice number and amount.

  Brea lines up one reminder per client and sends each only after you approve it.

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  • Email

• Weekly client update

  Every Friday at 3, draft an update email to each client listing what I finished this week and what's next, from their ClickUp list.

  Brea writes each client's update from the work you closed, ready for your OK.

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  • Email

• Requests to the client board

  When someone at Harbor Dental emails me a request, add it as a card on their Trello board with the email linked and the due date they gave.

  Brea reads each new email as it arrives and keeps the client's board in step with their asks.

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  • Email

• Scheduling for a client

  Dr. Patel's calendar is shared with me. Find three 30-minute slots next week when she's free, draft an email offering them to the supply rep, and book the one he picks.

  Brea checks the shared calendar, holds the email for your OK, and books the time once he answers.

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  • Calendar

• New booking notes

  When a Calendly booking confirmation lands in my Gmail, add the call to the client's Notion page with the attendee's answers to the intake questions.

  Brea files every new booking where you'll look before the call.

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• Morning plan across clients

  Every weekday at 7:45, text me today's calls across my clients' shared calendars and the Asana tasks due today, grouped by client.

  Brea reads every calendar and project and sends one plan for the day.

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  • Calendar

• Hours for invoicing

  Every Friday at 5, add up the time tracked on my ClickUp tasks this week for each client and put the totals in my invoicing sheet.

  Brea totals the week per client so invoicing is copying one number.

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  • Reads files

• Slack asks I missed

  Every weekday at 5, read the Lumen Studio Slack channels I'm in and text me anything someone asked me to do that isn't in Asana yet.

  Brea compares the day's messages with your tasks and sends only what's missing.

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  • Keeps watch

• Client inbox tidy-up

  Every evening at 6, label Harbor Dental's new emails as Patients, Vendors, or Billing in Gmail and archive the newsletters.

  Brea sorts the day's mail so the client's inbox opens clean each morning.

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  • Email

• Client travel options

  Dr. Patel is going to a conference in Orlando October 8 to 11. Find nonstop flights from Boston and three hotels near the convention center under $300 a night, and put them in a Google Doc.

  Brea searches flights and hotels and lays out the options for the client to pick.

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  • Searches the web
  • Uses websites for you

• Attachment filing

  When a client emails me a contract or invoice, save the attachment to that client's folder in Google Drive and add a line to their Notion page.

  Brea files each attachment as it arrives and notes it where you track the client.

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• Call recording recap

  When a Zoom recording of a client call is ready, write up the decisions and to-dos and add them to that client's Notion page.

  Brea turns each recording into notes you can act on, filed by client.

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  • Reads files

• New client setup

  I just signed Cove Realty. Make their Asana project from my onboarding template and a Google Drive folder, and draft a welcome email asking for their brand guide and the tools they use.

  Brea sets up the workspace and holds the welcome email for your OK.

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