Ep. 101 How To Create Your Productivity Formula for Client Management with Romaine Brown-Palmer

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For new virtual assistants, landing clients is the number one goal, right? 

We hear the words “booked-out” and find ourselves just dreaming of the day that we can claim that status! 

Unfortunately, most virtual assistants find that once they are booked-out for the first time they are also overwhelmed, scattered, and working around the clock trying to manage it all. 

There are a million tools and systems out there to keep you and your business organized, but when it comes to client management - it’s best to keep it as simple as possible.

My biz bestie and fellow VA coach Romaine Brown-Palmer knows firsthand how to stay organized with a full roster of clients. At the height of running her agency, she and her team managed 20 retainer clients. 

After reaching a tipping point, Romaine developed simple solutions to manage clients that made her clients feel cared for and her team feel grounded.

In today’s podcast episode, Romaine is introducing us to the tools and systems she’s created to get tasks out of her head and into productive action.

Listen in to learn how to implement tried and true client management strategies into your own business so that you can let go of frantic task-switching and settle into a workflow that works for you.

Let me tell you a little bit about Romaine:

Romaine Brown Palmer, affectionately referred to as The Brain, is a Business Coach to Virtual Assistants and Service Providers and Administrative Consultant to small business owners. She is also the founder of the Virtual Biz Bestie private Slack community for Virtual Assistants.

With over 20 years of experience in business administration at all levels, Romaine's passion is the process. She loves nothing more than helping entrepreneurs take their vision from idea to reality. She has a particular knack for creating and executing systems and processes - but also keeping it light and easy to understand.​

She works one-on-one with virtual assistants and service professionals who are looking to launch or level up their business and expand their service and support offering. Through her online courses and masterclass replays, you can experience the magic and access "The Brain", on your own time.

Connect with Romaine: 

Website | Instagram | Amazon Page for Journal

 What tools have you created to support virtual assistants with client management and productivity?

Everything that I create starts because it's a personal challenge of mine and I'm just like “I need to fix this. I need to solve this.”

The first thing is this Virtual Assistant Daily To-Do Journal. I had a virtual assistant agency and at one point we had 20 retainer clients and 4 event-based clients. I had five team members and everybody carried a caseload of four.

Sometimes it felt like “I have so much to do.” And I started to feel this frantic energy, not just for me, but also for my team. I decided to sit down and create something. 

So I created these sheets and it has the client name and the top seven things that you would do for that client every day.  It's a simple thing that allows you to just relax into the day, start your day off properly.

Anybody who knows me, knows your girl likes to travel. And not only do I like travel, but I like to be able to write down what I did and all that good stuff. So I created a Travel Journal. 

The Travel Journal not only has where you can build out your itinerary on one side, but you can reflect on the trip on the other side and write down all those things or anything that you would change. Like “Next time I don't need all these clothes.”And in the front, you can write down your bucket list of all the places that you want to go and check them off as you go.

Then there’s my Discovery Call Notebook. Your discovery call notes go on each page and then under here you can write how much you pitched them, what budget they fall under, and if it closed or not so that you can track your progress.

When you were working as a VA and working with your agency, what were some of the biggest struggles that you had when it came to client management?  

I was wearing so many hats. The biggest struggle for me was my days were longer because I had to keep jumping from track to track. And my brain literally needed time to get on track with what I was doing. And then by the time I was in a groove over here, I had to jump and do something else for another client. So that was a big struggle.

Was there a tipping point that made you decide to create a formula or a solution? 

Here's a fun fact: if you are a business owner and you are frantic, guess how your team is going to feel? Frantic. And if you're disorganized, your team's gonna feel disorganized. 

In my agency, we ramped up quickly. We were onboarding a client a month and we didn't have enough systems and processes in place. Everything was in my brain. 

That was a tipping point - sitting there knowing that I wanted to create an environment where women felt comfortable to leave at four, if their day was done, to go pick up their child. And seeing my team stressed out, because they didn't feel comfortable to leave yet because the day wasn't done because they had been working in frantic energy the whole day.

I was just like, “Okay, we have to do a reset.” And so that's where the actual sheets for the Virtual Assistant Daily To-Do Journal came from.

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