Delegate, Focus, and GROW Your Business

Big Project, Short Deadline – The Virtual Assistant’s View.


Not too long ago, I had a client present me with one of the largest projects that had ever been sent my way. Fair enough, I’m up for a challenge. Let’s do it!

But wait, there’s more…..

Along with this big project came a very short window to complete the task. And by short, I mean two days––three maximum.

The scope of the assignment was to sort and classify an Excel list of nearly 4,000 contacts from their mailing list. That’s 4,000 individual searches to find their “tags” in the customer relations management system, and then organize the results on a spreadsheet based on those tags. After that, the search results were sorted into additional smaller groups, in order to give the client a clear, precise measure of how to target each smaller group in their interaction with them.

It was a very time-consuming and detail-oriented project that I approached with gusto. Thankfully, I have the availability of eager and able team members here at CVA, who were quick to jump in and help.

My first step was to break the master list of the nearly 4,000 contacts in to smaller, less intimidating lists. Two hundred fifty (250) seemed like a good number to go with. That gave me 16 smaller lists to “share” with my helpers. Already, I could see light at the end of the tunnel!

Upon receipt of each list to work on, my team members also received a detailed, step-by-step guide on the process, and what their finished product should look like. This ensured that every portion of the master list would be formatted and presented the same as all the others. Or, as we call it in the biz, client ready.

While I worked on my share of the smaller lists, my team members were working on theirs and sending the completed lists back to me as they finished. It seemed like hardly any time had passed, and the master list was filling up very quickly with the needed information.

All in all, this overwhelming, massive task was completed exactly the way my client wanted it done. Working together, my teammates and I were able to finish the task in only a couple of days. It would have taken my client well over a week –– if that was ALL she worked on for 5 days/10 hours a day!

On projects like that, it’s the support system in place for everyone at CVA that allows me to bring that level of service to my clients, and help keep THEIR workload manageable.

Posted on April 2nd, 2014 by Client Advocate Team

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