Ten easy ways to create more time in your day

When clients come to Upsource, it’s usually for one reason: they need more time.

Maybe it’s too much time spent on admin, maybe someone else should really be doing the  tasks they’re doing themselves, maybe they just aren’t getting the time to play to their strengths.

Our answer? Of course, a Virtual Assistant.

But what happens when you’ve got the (incredible) VA, but you’re still so busy?

We’re big believers in process at Upsource, so here’s a few systematic ways to help you build delegation into your day to day and create more space in your diary.

Change your default settings

Book meetings as 20 minutes as default rather than 30. It doesn’t seem like much, but can make a huge cumulative difference to your week. And it encourages your team to stay concise.

Time blocking

If something is important to you, focus time, lunch breaks whatever it may be, block it into your calendar and treat it as a non-negotiable. 

Focus your meetings

Ask for the agenda or items for discussion to be shared ahead of time so you can all hit the ground running

These three tips are from our Senior Community Manager, Soo, who is an absolute time whisperer. 

Default for meetings? No meeting

Unless there is a clear outcome or objective in mind, does this meeting need to be a meeting? Encourage discussion via email or a shared Notion page instead.

Calendar audits

Spend a little time reviewing your calendar monthly to see where your time actually went. Which meetings could have been shorter (or an email), what work could have been even partially delegated and where are you finding obstacles? Your VA can build this into your calendar for the next month and keep iterating until you find a sweet spot.

Batch tasks

Context switching is a time and brain drain. By grouping together tasks like approvals, emails or pitch reviews into blocked time, you’ll be more focused and efficient. 

Turn it into a template

If it’s something you do regularly, turn it into a template so you’re not starting from scratch every time. Reports, onboarding emails, proposals, it should be a template or checklist.

Use voice notes, not emails

We love this, especially if nuance and tone are important. Voice notes are quicker to produce than written messages and can often be clearer for your Virtual Assistant to understand. We love WisprAI – try it and let us know your reviews

Instil a VA-first rule

Ask yourself before you start anything, “could my VA do this, or at least the bulk of it?” If the answer is yes, even if your VA could create the first 70% for you to complete, delegate it. Even a partial delegation can free up a lot of mental load.

Decide who can make decisions

Don’t be the bottle neck – decide what decisions you need to make, and what can be signed off by your VA or other team members. Work will be able to flow smoothly without waiting for your input where it isn’t necessary. 

If your VA isn’t freeing up your time like you hoped, it’s usually a systems problem, not a people problem. Try some of the list above with your Assistant, we’re always here to support you if you need it.

Not a client yet and want to work with one of our time whisperers? Speak to Caroline and she’ll match you with the right VA for you – and create more time in the day.