How To Do Email Management As A Virtual Assistant | How To Manage Your Client's Emails

Now, when it comes to being a

virtual

assistant

,

email

manage

ment is usually one of the main tasks that you really need to delegate from the beginning. It's one of the common tasks that they call, you know, basic as a

virtual

assistant

. Hello, welcome back to my YouTube Channel now my stated goal after this video is to guide you through what the

email

manage

ment process is when you are a virtual assistant now if this is

your

first time on my channel my name is Lee and lilacaba I have been working from home since I was 15 years old and now I run my own virtual assistant company here in the Philippines and I post videos every Sunday and Thursday on how to work from home and have a home business so make sure to hit the button Subscribe right there so you don't miss any of my videos now, when it comes to being a virtual assistant, email management is usually one of the main tasks that you really need to delegate from the beginning, it is one of the common tasks, as they call it, you know, like a virtual assistant. assistant because it's one of those things that people get overwhelmed with their

emails

, especially when they run their own business, so this is one of the problems that you're solving as a virtual assistant in the first place, although what is email management? email?

It's just the process where you literally take control of someone's email, whether it's Gmail or Outlook or some tool that combines both, but it's basically a way to review what

emails

your

client

receives and clean them up. . respond by doing different things to make sure they only see what they need to see and to move things forward in your business. Now there are generally three main goals when it comes to email management; It will be super fast and easy. Just so you remember, the first is clean, the second is respond, and the third is do, and of course, I'll get into that in a moment.

It's just a quick way for them to remember, what are my goals? I'm looking at my

client

s' email and one additional thing you can do while measuring email is to be able to attract a client or keep a client for your client's business, so what this means is basically that you have helped your client. get a customer or help you keep or retain a customer or a customer you have through the way you've been timely when it comes to managing your email, so how do you actually manage email or inbox someone's inbox so the first thing is to make sure you schedule when you want to check, you don't want to have the inbox always open, you want to have a time of day, whether it's three times a day or twice a day, that's the thing.

The minimum I give you is to check your client's email, this could be at the beginning of your day, right before we get to our lunch and by ending the day that way, things will always be clean or things will be that it is necessary to respond. is answered, so that's the first part is make sure you try to schedule, you can schedule this with your client even before maybe they start their day or maybe when they're wrapping up their day, you can check their emails next. Creating a who list, by which I mean by Yahoo list, is basically a way of checking all your contacts to know who the important people are and who to maybe respond to later, so this could be a list that you develop with your client, but Basically, it's just reviewing your context and so you know, okay, how often does this person send emails as an example?

You know if this person is a client, if this person is another freelancer you are working with, if this person is a guru, or if you know his or her legal issues. help or your accountant, so for you to know that this list will be important as you manage your email and this is probably something that will be ongoing for you to maintain and grow, but just having a list of who will be The next steps are very important: how to manage someone's email. The first is to start creating tags or filters based on the three goals I mentioned above.

Now to create a tag or filter, it really depends on the software you are using. Google. It's very easy to create filters and tags and that will probably be a video for another day just because I'll be on my computer later, but what you basically want to do is choose different keywords depending on what you want to filter on and this is where it's also important to have your list. complete. You can create filters based on someone's email so that there is always a current customer tag as an incoming customer as an example, this could be a supplier, this could be As a freelancer, you will find it easy to search and find certain emails that would need; that's basically the purpose of having these filters in place so that they are then automatically tagged and can be automatically archived or even deleted later from the page. three goals that I mentioned earlier: You can create different tags from this now, when it comes to cleanup, cleanup basically means you want to make sure that what's supposed to be there stays there and what's supposed to be deleted just is turned off and there are Three different ways to clean up someone's email.

The first is to apply what is called the 80 20 rule. Now, this is something I actually got from someone else. At this point I forgot who it was, but basically you want to know where you can. Be the most effective, let's say you have 10 emails and usually two of those 10 are actually the most important emails and then you can delay the rest later, you just don't even need to respond to them or you can even delete them. later on, so you want to try to find what are those 20 that your client would really need to read and review, and have you take care of the other eight emails and make sure they're clean again, this is where it's important. have that interesting list maybe also have the list of priorities of your clients and their objectives so that it is easy for you to go back and forth with them and have that clarity of what are the things that they need to see and respond to themselves and that you you take care Of that rest, the second thing you can do when it comes to the clean part is to be able to delete or manage subscriptions.

Now we've done this in isolation, every once in a while I'll sign up for a freebie and then of course. I am now included in your newsletter. If it's not really helpful, you want to make sure you tag this, you want to add that filter and you can do that by using a filter that filters out the word unsubscribe, so it's generally on you. Emails usually include newsletter signups and you can then label them so you can easily see that there is only one other newsletter. I don't have to read this. I can delete it and then of course the magic here is to unsubscribe from those emails. your client doesn't have to receive them again and the third way you can clean up is by archiving, sometimes an email can still be something that's in progress, sometimes it's an email that you want to come back to later, but the purpose of the Cleaning is basically getting to a point where you're at box zero, inbox zero is what it's called, your inbox is always clean every day, so your client's inbox is clean every day. days and that's why your first goal is to make sure the things that need to be tagged are tagged and archived so you can try to catch them later.

This depends on the software you're using, but in Gmail it's one of the ways I can see people's likes on a daily basis. reports that I can see people's emails. I have that label, so even if it's not in my inbox, it's still in my files in that folder so I can see it anytime again. The second goal is to respond, so respond. You first need to make sure you have three things: You want to be able to learn the voice of your customers. What I mean by this is how they normally respond to emails. One of the things you will do while managing someone's email. is that you will respond like them, so try to learn as much as possible, for example how they write emails, is it aggressive, is it really nice, do they use a lot of emojis, are they clear, do they add action steps at the end if they depend on the person with The one you're working with will change a lot, so make sure you study how he responded before making sure you study how he assigns tasks to you.

We're reaching out to you so that then in part two you can start creating drafts for the responses. Now, when it comes to creating work for responses, this means that you save your clients the time of having to respond to that email because they've already created a draft of how they would respond and it makes you say, "Oh, they just have to check it, approve it and then send it." They don't have to think about it most of the time. It's just something that I've now been able to get started on and finally, a great thing when it comes to the goal of responding is to create templates to make it easier for you to move forward.

Now the templates could be what are the common questions you've noticed you get in your clients email what are the templates you need to set up already, for example as onboarding or offboarding clients there should be an email template that makes it easier for you to send it and it is already approved by your client. You don't have to think about it, so templates are really one of the key things that you can start creating as an asset for yourself and for your client, because let's say you took a day off and you didn't have the templates that you probably should have. .

You have to be the one to help create that email, but if you already had templates that your client can just search, copy and paste, send them, then you're not going to create friction for any of the two and the last part of the three goals that you want. What you have to do when you manage someone's email now is do many of the things you do in the book. How to get things done, as I have mentioned in so many videos here. Honestly, it's really one of the best books if you want to get it. started as a virtual assistant, it gives you that mindset, but you still need to make sure that as you're cleaning up emails and filing them, if there's anything that needs to be done but you can't do in less than two minutes. put it on your to-do list and copy and paste that email that way, you can easily refer to it later like, oh yeah, I already did this, this is already done, so you can take it off your to-do list, it's It is important that you are able to capture what that email was so that it is easy for you to refer to it later and respond to that email, so adding a snippet of that email back to your to-do list will be one of the most quick ones that you can keep in mind, like oh yes, I have to answer this oh yes, I have to do this before I can answer this.

The second thing I do is create reminders, you can create reminders of hey, I'm waiting for this email or hey, this is something I haven't responded to yet because I'm waiting for this date, basically setting up systems so that you can respond when necessary, follow up, send important emails on unimportant dates, so you know after three days you're supposed to do it. to send this email to this client or after five days in the program you are supposed to send this follow up, you can schedule them and put them on your to do list so then you can follow up or send an email when needed and talking The last thing you should do is make sure you learn the importance of follow-up emails.

Now, a rule of thumb that I've taught a lot of people before is that if that person hasn't responded in three days just send a follow-up, just send a beep to that email that you need a response to. That's why it's important to create your list of reminders of the emails you're waiting for. You can easily know when to follow up with them now. Some additional tips for you while managing your clients' email. The first is to know the power of a signature, even if it is your client's signature. Make sure it is customizable and you can put on your website what it is they do.

So if you send an email to potential leads, they can easily review them. The next tip is to know that you can just send it. Hello, I received this email, this is just to make sure that the other person feels hurt, especially if it is something that is waiting for you like there is a task that you have to do and you have to come back to them, just know that you can send and I received this email andOne of the ways to make it a lot easier for yourself and forward is to create a checklist or setup operating procedure for how to manage your clients' email again will be different for different clients, so you want to make sure you can have a process where you can mark things as "ok." Do this and this and this the first time you get checked as you wrap up your day.

Do this in this and also maybe link to the templates you've created that way again, it makes it frictionless for both of you. and your client to work on it, plus there are days when we forget things so it's always important to have a checklist that you can check and that's basically what email management is, it's just a way of Let your customers see more of the important things, answer the important things, and let you take care of the rest now. If you like this video, be sure to hit the like button right there and comment below.

Do you manage your clients' emails and what tips do you have? For other people, I'd love to hear about it and if you haven't already, be sure to hit that subscribe button right there so you don't miss out on any of my videos every Sunday and Thursday on how to work from home and out of a home business. You can see those two playlists here and the latest video here. I hope you have an incredible day with the little ones. Steps matter and see you in the next video, bye.