One of the first questions people ask me when they find out I work with multiple clients is:
“How do you keep everything straight without missing things?”
However, the truth is, when you’re supporting multiple businesses — each with their own systems, deadlines, and communication styles — it’s easy to lose track.
But over the years, I’ve developed a simple, sustainable system for managing client tasks that keeps me organised and ensures nothing slips through the cracks.
And today, I’m going to share exactly how I do it.
1. One Home Base for Everything
I use Start.me as my main dashboard.
Think of it as my “command centre” — every client has their own section with:
- Links to their tools (Google Drive, Trello, email)
- Quick-access buttons to commonly used resources
- Notes for ongoing projects
This means when I start my workday, I’m not wasting mental energy digging for logins or jumping between tabs. Everything is centralised.
2. Google Sheets Daily/Weekly/Monthly Tracker
Recurring tasks are the backbone of virtual assistant work — and they’re easy to lose track of if you don’t have a system.
I’ve built a Google Sheets tracker that lays out:
- Daily, weekly, and monthly recurring tasks for each client
- Status columns so I can tick off what’s complete
- Automatic reminders for key recurring items (like invoices or scheduled posts)
Instead of juggling sticky notes or separate task apps, everything recurring lives here. It’s my safety net.
3. Master To-Do List for Extras
For all non-recurring or one-off tasks, I keep a Master To-Do List.
This spreadsheet includes:
- The task itself
- Which client it’s for
- Due date
- Urgency level
- Estimated length of time
- Notes or context
It’s sortable by deadline or priority, which means I can quickly see what’s coming up and fit tasks into my schedule without scrambling.
4. Communication Tracking
Clients often send tasks via:
- Slack
- Random Google Docs
I immediately log every incoming request into their task board or daily list. This prevents “mental post-it notes” that get lost.
5. Weekly Reviews
Once a week, I:
- Check all boards for stuck tasks
- Review completed work
- Update priorities for the week ahead
This 30-minute review stops things from snowballing and keeps clients updated without them needing to chase me.
Why This Works
- Everything has a home: No sticky notes or scattered messages
- One dashboard: I know exactly where to click each morning
- Visual tracking: I see workload balance across clients
- Review rhythm: Regular check-ins keep projects moving
Final Thoughts
Managing multiple clients as a virtual assistant can feel overwhelming — but it doesn’t have to be.
With a clear, consistent system, you can stay organised, provide better support, and avoid the chaos of last-minute scrambles.
So if you’re a fellow VA looking for inspiration, or a business owner wondering how I keep your tasks handled smoothly — this is how I do it.
— Izzy
Written in partnership with ChatGPT
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