Top 5 Habits That Keep Me Organized as a Virtual Assistant

Jason Dousharm
3 days ago
3 min read

Let’s be honest — juggling multiple clients, projects, deadlines, and your own business isn’t easy. If you’re a virtual assistant, staying organized isn’t just helpful — it’s essential to avoid burnout and keep clients happy.

Over the years, I’ve developed a few non-negotiable habits that help me stay on top of everything without losing my mind. Whether you're new to the VA world or just looking to tighten your systems, these five habits will help you feel more in control, more confident, and way less chaotic.

1. I Start Every Week with a “Reset Session”

Before the week begins, I take 30–45 minutes to review upcoming tasks, client needs, and deadlines. I use this time to:

Clear my ClickUp dashboard
Review pending client emails
Reassign or shift tasks based on priority
Plan out what absolutely must get done by Friday

This weekly habit gives me a clear view of what’s ahead — and lets me start Monday focused, not frazzled.

2. I Batch Similar Tasks Together

Context switching is the biggest productivity killer. So I group my work into focused blocks:

Mornings: client tasks
Midday: communication (Slack, email, DMs)
Late afternoon: admin or social media planning

I also batch recurring tasks (like content scheduling or invoicing) on the same day each week. That way, I’m not reinventing the wheel — I just follow the flow.

3. I Keep a Digital HQ (Not 15 Sticky Notes)

I used to rely on a mix of notebooks, phone reminders, and mental to-do lists — until I realized I was wasting energy trying to remember everything.

Now, I live inside ClickUp. Every task, idea, template, and SOP has a home. I use:

Recurring tasks for weekly duties
Tags for client names, urgency, or time blocks
Templates for onboarding, content calendars, and project steps

Having one go-to hub lets me jump in and get working without chasing scattered notes.

4. I Time-Track Even When I Don’t Have To

Even for flat-rate projects, I use Toggl to track my time. Why?

Because it shows me:

Which tasks drain the most energy
Where I’m spending too much time
How to price my services accurately in the future

It also helps me catch scope creep before it becomes a problem. And if a client ever asks what I’ve been working on? I’ve got the data, down to the minute.

5. I Build In Buffer Time — On Purpose

Here’s something that changed everything: I don’t fill my entire day with work.

I leave 30–60 minutes of open space every afternoon to catch up, shift things, or just breathe. It gives me flexibility when a task takes longer than expected — and helps me avoid that panic spiral of back-to-back deadlines.

This habit protects my mental bandwidth and keeps me from finishing every day feeling defeated.

Bonus: I Review, Adjust, and Recommit Weekly

Organization isn’t something you “figure out once.” It’s something you commit to and adapt every week. Some weeks I crush it. Others, I need to reset. The key is having habits that support you — not rigid rules that break you down.

Ready to Get More Organized?

You don’t need fancy tools or 14-hour days. Start with one habit this week:

Try a Monday morning reset
Batch your biggest task
Set up a digital task manager (like ClickUp or Trello)

Then build from there. You’ll be shocked how much calmer and more confident you feel — and how much more your business can grow with systems i

n place.