When we all started out on our journey of owning our own business, we couldn’t wait until the time when managing multiple clients at a time would be our issue. I remember trying to get those first few clients and it seemed like it was never going to happen.
In the world of offering services such as a virtual assistant, website designer, online business manager, and social media manager, at the start of your journey, no doubt the hardest part was getting clients. You likely did a ton of research trying to figure out how to reel them in. Likely, you asked “how do you get clients?” in multiple Facebook groups.
But them all of a sudden, BAM, it’s like a bomb hits you with a flood of clients from all that work you did up front. And now all you can think about is ‘How am I going to manage multiple clients and not miss anything?‘ We all know that handling numerous clients can sometimes feel like attempting to balance a dozen plates on sticks while riding a unicycle. It’s VERY difficult not to let any fall.
But fear not, I’m here to assist you in mastering the art of organization and achieving success without losing your sanity or letting any plates fall!
This Is A Good Problem!
If you are at the point of trying to figure how to manage multiple clients at a time, that means your business is taking off. This is what you’ve been working so hard to achieve. It also means that you may have enough business now that you can get help and expand.
But instead of being on a high from all your success, are you feeling completely overwhelmed and stressed to the max??!!
You’re not alone in feeling that way! It happens all the time that new business owners focus so much of their time and attention on just getting clients that we forget to figure out how we are going to manage the work in a professional way once we get them.
But it’s never too late to get organized and put the processes in place that you need to succeed! And now that you can afford to get some help, it’s a great time to hire your own VA or OBM to get this done.
4 Must Have’s to Manage Multiple Clients at a Time
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There are many different ways that companies choose to manage their workload, and it is often different depending on the size of your business or type of work you do. But if you are in the online services industry (eg. virtual assistant, OBM, Web Designer, SMM, etc), these areas of organization will be vital for you.
By the way …… Congratulations on your success! You are now at the point in your business where real business tools and processes are essential to continue to grow. And even if you don’t want to expand your business that much (perhaps you just want to have a successful business that supports your family), you still want your small business to be professional and build a great reputation for yourself.
Setting up the backend of your business may require some time, but it doesn’t have to be completed all at once. Making progress is an achievement in itself and contributes to your overall goals. In fact, establishing mini-goals is the most sustainable approach to accomplishing them.
For more tips on how to use goal setting in your business, check out my BLOG Setting Goals is your first step to getting organized! and download my free goal setting worksheet.
Download the worksheet HERE
Ok, here we go. These are the 4 must haves to manage multiple clients at a time.
1. Automate, Automate, Automate
Automating an online services business can greatly improve efficiency and scalability. You can automate almost anything if you really wanted to, however to get started I believe the 3 main areas to focus on automating is your Customer Inquiries and On-boarding, Project Management and Email Marketing. These are also the easiest areas to automate.
Here are some steps to help you get started:
- Identify repetitive tasks: Begin by identifying the tasks that can be automated in your online services business. This could include customer on-boarding, client communication, appointment scheduling, invoicing, or email marketing.
- Research automation tools: Look for software or tools that can automate the identified tasks. There are various options available depending on your specific needs. For example, customer relationship management (CRM) systems can automate customer on-boarding and email marketing, while project management tools can streamline task management and collaboration.
My top pick for an amazing CRM for any creative online services business is Moxie. You can automate sending emails, contracts, on-boarding documents, invoices, schedule meetings and so much more. The options are endless and unmatched by other CRM’s, not to mention it’s one of the cheapest CRM’s out there as well. If you use my link HERE, you can get 30 days for free (instead of the standard 14 days) to see how it would work for you.
My top pick for an amazing project management tool is by far ClickUp. You can automate your projects, tasks, emails to clients, AI tools and so much more.
My top pick for an amazing email marketing tool is Mailerlite. They have a very easy to use drag and drop workflow builder which makes creating automated marketing campaigns a breeze. In addition, they have a fantastic free version if you are just getting started with email marketing.
- Develop workflows: Create clear workflows and processes for each automated task. Define the inputs, outputs, and any necessary conditions or triggers. This will help ensure consistency and accuracy in the automation process.
When starting with this, start small. One of my first workflows that I defined was my new client inquiry workflow. I wanted my first impression to be professional with a fast response time. I used a simple workflow in Moxie to do this. Anyone who reached out to me via my contact form received an email thanking them for the inquiry, an email to book a discovery call, and a follow-up if no appointment was booked. All done automatically without me lifting a finger or having to find the time to respond.
- Test and refine: As someone with a background in quality assurance, I can’t tell you how important this step is when setting up automations. These are things that are going to happen automatically after all, so you want to make sure that exactly what you THINK is going out, is actually what IS going out. So before fully implementing any automation, test the workflows and processes thoroughly. Identify any issues or bottlenecks and make necessary adjustments. It’s important to continuously refine and optimize the automation to achieve the desired results.
Remember, while automation can bring numerous benefits, it’s important to strike a balance between automation and personalized customer service. Some tasks may still require human intervention, so always evaluate the impact of automation on your overall customer experience.
2. Divide and Conquer with Time Management
Just like dividing a pizza into equal slices, divide your time among your clients wisely. Allocate specific time slots for each client and stick to them religiously. This way, you can give each client your undivided attention and prevent them from feeling neglected. Remember, no one likes a cold slice of pizza or an ignored client!
Time blocking is a great technique to manage multiple clients effectively. Here’s a step-by-step guide on how to time block for managing multiple clients:
- Identify your clients: Manage a list of all your clients and their specific needs or projects in your project management tool like ClickUp.
- Prioritize your clients: Determine which clients require more attention or have urgent deadlines. This will help you allocate your time accordingly.
- Set aside dedicated time slots: Create time blocks in your schedule specifically for each client. Assign a specific duration for each time block based on the client’s requirements and your availability.
- Avoid multitasking: Focus on one client at a time during their designated time block. Avoid switching between clients frequently, as it can lead to decreased productivity and increased errors.
- Communicate with clients: Inform your clients about your time blocking system and let them know when they can expect your undivided attention. This helps manage their expectations and ensures a smooth workflow.
- Use calendar tools: Utilize digital calendar tools like Google Calendar or Microsoft Outlook to schedule and organize your time blocks. Or integrate your Calendar with your project management tool to manage all projects together. These tools allow you to set reminders and easily adjust your schedule if needed.
- Buffer time between blocks: Allocate buffer time between time blocks to account for unexpected delays or to catch up on any unfinished tasks. This will help you stay on track and avoid feeling overwhelmed.
Effective time management is crucial when working with multiple clients. By implementing time blocking techniques, you can prioritize your tasks, increase productivity, and provide better service to each client.
3. Communication is Key
When it comes to juggling multiple clients, communication is your secret weapon. It’s like having a direct hotline that connects you to your clients’ needs and expectations. Regularly check in with your clients, keeping them informed about the progress you’ve made and any potential roadblocks. Building strong communication bridges will help you manage expectations and maintain healthy client relationships.
Many CRM and Project Management systems have built-in tools to help you efficiently manage client communication as well.
For instance in Moxie, you can create branded email templates that can be sent out automatically, or manually, within your client projects on specific dates. These emails can include invoices, project documents, or even schedulers for a 1:1 meeting.
In ClickUp you can integrate your email directly into Clickup so you can manage client communication, and respond to your client directly from a task you are working on. Keeping everything all in one spot
(For more detailed information on how to Setup and Use ClickUps Email and Google Docs Integrations to manage client communication head over to my blog “How to Streamline Your Client Communication Processes“)
These are both great ways to keep communication centralized and streamlined.
4. Streamline, Streamline, Streamline
Streamlining your processes by utilizing the tools built for this is essential for managing multiple clients efficiently. It’s like organizing a closet full of mismatched socks – you want to find the perfect pair without wasting precious time rummaging through the chaos. Identify repetitive tasks and automate them using tools or templates will help!
Create standardized procedures for on-boarding new clients to minimize confusion and ensure a smooth transition (another plug for Moxie here because they are the best for making this happen!). By streamlining your workflow, you’ll have more time to focus on providing an exceptional service to each client.
Keep Improving One Step at a Time!
Just like when you first started your business, you had to find the key to finding new clients. Now you have the keys to successfully manage multiple clients without breaking a sweat. Remember to automate your tasks, divide your time wisely, communicate effectively, and streamline your processes. And always maintain a sense of humour throughout the craziness of managing multiple clients – laughter truly is the best stress-reliever!
