April 9, 2025, Issue #9

Hello!

I hope this message finds you well. Last September I published Issue number 3, where I shared tips for untangling a messy calendar. I felt it was worth sharing again. You can find it ​here​.

Today, I'm sharing tips and best practices when creating a work schedule that balances your personal and professional life. I also have a new book recommendation for you. It focuses on the client/customer experience.

All the best,

Laurie McAleenan

Virtual Assistant

Online Business Manager

Task Owl VA, LLC

You and Your Work Schedule…Who’s Controlling Who?

I was catching up with a friend recently, and our conversation turned to the early days of running our businesses. We laughed—then sighed—about how challenging it was to juggle everything: building a business, raising kids, volunteering, and somehow trying to have a personal life. Back then, balance felt more like a buzzword than a reality.

That conversation reminded me how important it is to approach your schedule with intention—especially when you're wearing multiple hats. If you’re feeling stretched thin, here are three practical tips to help you take control of your time and create a schedule that actually works for you.

Set Your Own Hours. Just because a client emails me in the evening or on the weekend, contrary to popular belief, doesn’t mean that I’m required to answer them immediately. I get to set my working hours. I also don’t get angry when a client emails me during these times, all it means is that THEY are working and I’m grateful that they’re putting work into my queue.

Likewise, let your family and friends know that during your working hours, you will have to put work first unless (of course there is an emergency). This means letting calls go to voicemail, not running an errand that can wait, or staying on the phone casually chatting. It can feel uncomfortable to stick to this, especially if you have been a person available to the needs of everyone around you.

Use Technology. When I want to work in the evening or weekend, I use an email delivery tool that allows me to schedule when my emails will be sent. I find this effective because I can “stay under the radar” during evenings and weekends, but still be productive. It’s great to be able to respond on my schedule while making sure my client receives my email at a time of my choice by using the email scheduling function available in email accounts like Gmail.

Sync your personal and work calendars. Most calendar apps let you add another calendar so you can see them both together. With my Gmail account, I can adjust my settings so the personal entries on my work calendar do not show private information. You could also create a calendar to share with your immediate family or close friends so they can see what blocks of time you are or are not available.

Manage Expectations. I'm a firm believer that the first actions we take in a situation set the precedence for what interactions follow. When I start working with a new client I set expectations in the beginning. I let them know that I’m usually at my desk between 9_30 and 6. I answer emails within 24 hours. I’m always “trolling” my email for emergencies and quick requests, and while I understand there are times when it’s important to start early and work late, I just don’t want it to be a way of life.

As much energy and time, as I have put into creating a schedule that works best for me, I have to remember that life happens. I remind myself that my plans need to be guidelines so that when unexpected things occur I don't get upset. The beauty of being in business for myself is that I can be flexible when emergencies happen, whether in my business or personal life.

The result of incorporating these three times is simple: my business is organized on a foundation of managed expectations. My clients know what they can expect from me, I have a structure to follow, even when life throws curveballs and my family knows I will make time for them because they see how much I care about where my time boundaries exist.

Recently, I was listening to a podcast (I don't remember which one), and I heard the host or their guest say "We have all the time we need to [do what we need to do]." I considered their words and realized that the problem isn't that we need more time, it's that we need to do better at managing our time.

Book Recommendations

Unreasonable Hospitality: The Remarkable Power of Giving People More Than They Expect

by Will Guidara

I've always had a natural knack for customer service—maybe because my very first job was at Publix Supermarkets in Florida, not far from where the company was founded. Their tagline, "Where shopping is a pleasure," wasn’t just a slogan; it was a standard. We were expected to engage with shoppers, help them find what they needed, and ensure every visit felt positive. That early experience shaped the way I’ve approached every role since—whether I was working with guests, clients, or customers, I always brought that same spirit of service.

So, it was no surprise that I found myself completely drawn into Unreasonable Hospitality. While the author shares stories from the restaurant and hospitality industry, the insights go far beyond that—they’re universal lessons in how to serve people with intention, generosity, and excellence.

I found myself underlining passages and dog-earing pages, each one packed with practical, thought-provoking advice. It challenged me to elevate my own approach—not just to deliver a service, but to make every client interaction feel like a memorable, meaningful experience.

Use my link to order your copy of Unreasonable Hospitality. (By ordering with my link I may be compensated for your purchase.)

Shop Now!

About Task Owl VA

Hi, I’m Laurie McAleenan, the heart behind Task Owl VA

I help solo entrepreneurs and small business owners keep their businesses running smoothly by handling the details that take up time and energy.

When you’re managing everything on your own, it can feel overwhelming—but you don’t have to do it all yourself. I take care of the tasks keeping you from focusing on where you're needed most.

To introduce me to your business and find out if my services are right for you, book a free 30-minute call.

Book Now!