Unpopular Ways I Stay Organized as a VA
Staying organized looks different for everyone, and there’s no shortage of advice on how business owners should do it. “Buy this program,” “color-code your calendar,” “use time blocks,” “wake up earlier!” (Yeah, right.) Over the years, I’ve let go of the one-size-fits-all systems and created a rhythm that actually fits how I work. Whether I have one client or fifteen, I rely on processes and systems I’ve spent years fine-tuning.
Here are my unpopular ways of keeping it all together:
1. I use robots.
Everyone talks about fearing robots “taking over.” In my world, they already have. My iPhone’s focus mode keeps personal texts and calls silent, letting only work through from 8 a.m. to 4 p.m. My house is “smart,” giving automated reminders to wake up, eat lunch, take breaks, or even stop working (trash day included). My coffee brews itself on a timer. If it can be done by a robot on a schedule, it is. I’ve built an entire business around staying organized, so it would feel off-brand if my home life wasn’t just as efficient.
2. I physically write everything down, sometimes more than once.
Yes, in notebooks and planners. With pens. I still use Wite Out on a daily basis. Even though I live by my colorcoded Apple & Google Calendars, there’s something grounding about writing by hand. It slows my brain down just enough to think clearly and helps me actually remember what I wrote. And nothing makes me happier than crossing to-dos off the list and throwing the list away at the end of the day.
3. I end my days on an empty inbox. (Not recommended.)
This one’s a little toxic, honestly. But I don't feel like I completed the day if I still have an email or missed call from that day waiting to be tended to. It’s my version of cleaning the kitchen before bed, and everything reset and ready for the next day. I know I gave my full attention to what needed to get done and that is how I can rest easy in the evening.
4. I have a separate Google account for each client.
I even have a personal account for myself outside of work! This might sound excessive, especially if you’re juggling more than six-ish clients but it works for me. Every client gets their own Google login, file systems, calendars, favorites tabs, social logins, and even AI accounts when needed, keeping algorithms accurate and letting me fully immerse in each brand’s world without my own interests creeping in. It’s compartmentalization at its finest. Plus, when it’s time to part ways, I can hand off all the logins and saved files so clients have complete access to everything I worked on.
5. I am strict about only talking or doing work during work hours
I love talking to my friends and family about my business and how much I enjoy what I do. But if someone reaches out about services or has a work question on the weekend or after hours, they’re going to get the same response every time: “Can I reach out to you on Monday about this?” I’ll admit, that’s a me problem. My brain just doesn’t function the same way outside of work mode. I can’t focus, and it feels inauthentic to dive into a full discovery conversation when I’m not sitting in my workspace. I’d rather sit down and hear your needs with the full attention you deserve.
Are a lot of these not what a “good business owner” would do? Sure, but that is the joys of doing this myself, only what I want to do matters.