Virtual Assistants test lots of IT tools: we are constantly looking for ways to make our processes more efficient. We don't charge clients for time that isn't spent on the tasks we work on, on their behalf.
So we learn to be discriminating in choosing IT tools, tools to expedite project tasks.
Enter, Paymo the Time-Tracking and Project Management Tool.
These screenshots below show how an Overview report can be viewed in the Paymo Dashboard. Theses two show the work distribution for April and May – different Projects are shown in different colours.
Skipping between tasks isn’t a problem on the Paymo widget, so nothing is lost that needs to be billed.
Consider this, there are 50,516 Virtual Assistants (VAs) registered on LinkedIn™: that's a huge number of individuals who need to use tools that save them time and effort.
We often collaborate with other VAs: we discuss the strengths and weaknesses of tools in our use, and we share the shortcuts and value-added tips.
A discussion thread on LinkedIn™ recently asked, which time-tracking tools were recommend? Forty-three VAs responded, with very favourable comments like:
“I can wholeheartedly recommend Paymo, it’s a genuine time-saving device”.
“It’s very flexible and easy to use”.
“I just synced my Basecamp account into Paymo and now save $49 a month!”
“I especially like the invoicing feature, which I email from the system and see whether they’ve been viewed by the client.”
“I opted for Paymo as opposed to ***** simply because of the metrics facility and I found the interface very pleasing indeed. I'm supremely happy with Paymo at the moment; it's a good fit for all my team members and allows me to have an over-view on what progress is being made by everyone, at a glance.”
“ I started with **** but after they shut down the site for 3 days and I was unable to access my information, so I looked elsewhere. I have been extremely pleased with Paymo.”
Paymo Reporting Tools
The Reporting Tools that exist within Paymo allow me to analyse the contribution my Assistant makes, over a given period of time.
I monitor her activity over the month, and choose to download a report in a PDF format. [I could choose a csv file and collect the data over a much longer period and then plot it on a graph].
This is a perfect tool for assessing the performance of a new collaborator too, I simply look at the quality of the work which is shared in Dropbox, check on the Paymo Report to find out how long it took to complete, and then I’m in a much better position to assess the value of that individual’s performance.
The Reports below show one user's activity on one Project alone. The top Report shows me what my assistant has achieved, and the bottom Report shows me what I have accomplished in one month for one particular project.
The metrics feature allows me to find out really quickly which Assistant is best assigned to which task. Time is crucial to a Virtual Assistant Business owner like me. I have a responsibility to ensure that my team reaches optimum efficiency levels, so that the costs passed on to the client are the leanest.
The Paymo Basic Account
The Basic Paymo Account to which I subscribe, allows 2 Users logins and 3 Invoices per month to be generated.
This is adequate for my requirements because I only collaborate with one Assistant at a given time. Knowing when she is working ‘on-task’ is the key to managing the account.
The login for the 2nd User is like a ‘gateway’. When I need to bring in an extra pair of hands to drive the workload through to deadline, I simply pass the account login details on to the Assistant who is available at the time.
We have lived in a world that is dominated by email, face-to-face meetings and hardcopy for a very long time.
Web-based collaboration platforms like Paymo allow us to change our working routines.
Paymo and other similar technologies provide us with a greener option: it allows us to work from home-based offices saving on travel and energy costs.
The Software as a Service (SaaS) option helps to lower greenhouse emissions.
To use Software as a Service (SaaS) with confidence and without excess anxiety we need to possess realistic expectations.
We need to ask the question, "Are the security risks of cloud based services greater or lesser than those of on-premises solutions?"
So, be proactive, take steps to protect client data without needing to abandon a great tool like Paymo.
Think carefully about what type of information is being uploaded. Encoding the Client details that are sensitive: you don't have to use the actual details. This is obviously not possible when using the Invoicing function that is available within Paymo.
Finally, what are the limitations of Paymo?
.. certainly not the number of users, because for $0.00 per user per month, you can access all features, with no restrictions.
As far as I’m aware, there are no limitations on the number of Projects or Tasks.
What I have found limiting is the practical space within the ‘Timesheet’ tab. The details that are filled into the Widget entry note, by the User, are uploaded and then appear in the right-hand column of the Timesheet. Here's a typical page below. I have masked the sensitive client details, but it is clear to see how the proportion of space is allocated. Insufficient space is allowed for the Entry detail, in my opionion.
For me this column is way too narrow compared to the other columns. I’d like to see it occupy at least 50% of the available width. It’s hardly worth mentioning really, but you know Virtual Assistants, we have to get it ‘just so’.
Paymo ticks most of the boxes for me but that's not to say I'm complacent, I still keep my eye on new products that hit the digital airwaves.
If you'd like to draw my attention to another time-tracking and reporting device, which you would recommend, tell me about it in the comments. I'd be very happy to trial it.
