Essential Tech Tools Every Virtual Assistant Needs to Run a Business Smoothly
Having the right tech is KEY to staying on track
Virtual assistants juggle many roles on a daily basis - you might act as administrator, communicator, project manager, marketer, and more.
Staying organized and efficient is so important, especially when you’re managing multiple clients or tasks. Thankfully, there’s a wealth of tech tools available to help streamline your operations and maintain high productivity (with many of these options available for free to start and affordable paid options!).
✨ The links to each platform are posted at the end, and I strongly encourage you to take a look at them to see which one is right for you!
Project Management
Project management skills are the backbone of every great VA’s workflow, allowing you to easily manage tasks, set deadlines, and stay on top of deliverables for each client. Having tools that support these tasks only make your job that much better!
Some of the most popular options include:
➡️ Trello is a visual project management tool that uses boards, lists, and cards to organize tasks. Trello is ideal for VAs who prefer a drag-and-drop interface and want a bird’s-eye view of each project’s progress.
➡️ Asana is feature-rich and allows you to create tasks, set deadlines, assign tasks to others, and add comments. It’s great for collaboration and is well-suited for VAs managing more complex projects.
➡️ Known for its customizability, ClickUp offers a variety of views (list, board, calendar) and allows you to tailor the workspace to your specific needs. It’s awesome for VAs who want one tool that combines project management, time tracking, and team communication.
➡️ Monday.com is another tool that prides itself in using board and list views to help organize various projects and tasks. (This is the tool I use in my business!)
Worried about pricing? Each tool offers free versions with limited features, making them accessible, even if you’re just starting out. By the time you need to upgrade, you should have a few clients under your belt which means your business has money flowing in to be able to pay for tech tools like this.
Communication
Clear and efficient communication is essential for building strong client relationships and staying updated on project requirements. These tools will help you keep in touch seamlessly:
➡️ Slack is a messaging platform that lets you organize conversations into channels, making it easy to keep track of different topics or projects. Slack also integrates with various other tools, such as Google Drive and Trello, to streamline workflows.
➡️ Essential for virtual meetings, Zoom offers reliable video conferencing and screen-sharing capabilities. Whether you’re holding a client meeting, a team collaboration session, or a webinar, Zoom helps facilitate seamless communication.
➡️ Google Meet serves as a great alternative to Zoom’s offerings. Though both platforms essentially offer the same functionalities, the slight differences like user interface or audio and video quality could be the deciding factor for you.
➡️ Are you interested in working with corporate clients? Microsoft Teams might be your preferred tool. It combines chat, video conferencing, and file storage. It’s perfect for if you handle multiple projects and collaborate with teams within larger companies.
These tools allow you to connect with clients and team members in real time, helping prevent miscommunication and keeping everyone aligned.
Time Tracking
When it comes to billing clients and evaluating productivity, tracking time accurately is non-negotiable! Even if you are in the early stages of your virtual assistant business, knowing how you manage your time (and eventually how you can improve it) keeps you focused on only the most important tasks that move your business forward.
➡️ Toggl is an intuitive time tracker that allows you to track your work hours with a single click. Toggl even provides reports that break down your time by project, client, and task, helping you identify where you can improve productivity.
➡️ Clockify is a free time-tracking tool that supports unlimited tracking and reporting. It’s perfect for freelancers who need a cost-effective option for monitoring hours and assessing work patterns.
➡️ If you’re looking for a more comprehensive tool, Harvest may be the right match for you. It not only tracks time but also allows you to create invoices based on your tracked hours, simplifying billing and ensuring you’re paid accurately.
These tools help you stay accountable and ensure that you’re spending your time wisely.
File Storage and Sharing
Handling multiple documents, presentations, and media files is a lovely part of being a virtual assistant, and knowing how to best manage them all can save some major headaches later on down the road. Google Drive and Dropbox are both popular options for taking care of these projects.
➡️ Google Drive is part of Google’s suite of tools and allows you to create, store, and share files easily. It also includes Docs, Sheets, and Slides, so you can create and edit documents collaboratively in real-time. If you need seamless sharing with clients and team members, Google Drive is ideal.
➡️ Dropbox offers a user-friendly platform for file storage and sharing. It’s especially useful for large files and integrates well with other tools like Slack and Trello, making it easy to share files directly within other platforms.
Both tools provide a secure, cloud-based space to store documents, ensuring you and your clients can access them anytime, anywhere.
Scheduling
Coordinating meetings and appointments saves time and minimizes back-and-forth emails. Scheduling tools make it easy for clients to book time with you based on your availability.
➡️ Calendly allows you to create a booking link that shows clients your available time slots. Clients can select a time that works for them, and Calendly automatically adds the appointment to your calendar. It integrates with Google Calendar, Outlook, and other major calendar tools.
➡️ Acuity Scheduling is a more advanced scheduling tool with features like intake forms, payment processing, and appointment reminders. This makes it ideal if you offer consulting sessions or coaching services alongside your VA work.
➡️OnceHub (ScheduleOnce) is another great calendar tool. However, this tool does require a bit more tech know how and familiarizing yourself with the platform. This tool is great for teams who want to allow double bookings once you mark an event on your calendar as free.
These tools free you from scheduling headaches, making it easier to focus on delivering results.
Accounting and Invoicing
Another crucial task in your VA business is tracking finances (I know, I know). Ironically, the money part of business is often a business owners’ worst nightmare. Accounting and invoicing tools simplify bookkeeping, making it easier to manage expenses, bill clients, and keep track of payments.
➡️ QuickBooks is a comprehensive accounting solution that allows you to manage expenses, generate invoices, and track payments. It’s great if you’re looking for an all-in-one accounting solution.
➡️ FreshBooks is a user-friendly invoicing and accounting tool that’s perfect for freelancers. It allows you to track billable hours, send invoices, and accept online payments.
➡️ Wave is a free accounting tool with robust features, Wave allows you to track income, manage expenses, and create professional invoices. It’s a great choice if you need basic accounting features without the added cost.
Having an efficient invoicing system in place helps you get paid on time and keeps your finances organized (in a fairly painless way!).
Password Management
As a virtual assistant, it’s very plausible that you might manage multiple accounts for various clients, each with its own login credentials. Password management systems securely store all passwords, allowing you to access them quickly without the risk of forgetting or misplacing them.
➡️ LastPass allows you to securely store, generate, and manage passwords. It also offers a sharing feature, so you can share credentials with clients without exposing the actual password.
➡️ 1Password provides similar features, including secure password storage, sharing, and two-factor authentication for added security.
Using a password manager not only improves your efficiency but also adds a layer of security to your client’s sensitive information.
Graphic Design
Creating visually appealing content is often part of a VA’s job, especially if you handle social media, blog posts, or presentations.
➡️ Canva is a graphic design tool that offers a vast library of templates, stock images, and fonts. Canva is easy to use, even for beginners, and allows you to design social media graphics, presentations, and marketing materials quickly.
➡️ Adobe Express is designed for users looking to create quick, visually appealing content like social media posts, presentations, and flyers. It offers a library of customizable templates, a variety of fonts, and integration with Adobe Stock, making it great for beginners and seasoned designers alike.
With these tools, you can enhance your visual content and impress clients without needing advanced design skills.
Automation Tools
Automation tools can help you streamline repetitive tasks, making your workflow more efficient. Zapier and IFTTT (If This Then That) connect different apps and automate actions between them.
➡️ Zapier connects over 2,000 apps, allowing you to automate tasks like saving email attachments to Google Drive or posting on social media. It’s ideal for VAs who want to save time on routine tasks.
➡️ IFTTT offers similar automation capabilities, with pre-made “applets” that simplify setup. It’s especially useful for automating small, everyday tasks.
By automating repetitive tasks, you can focus more on high-value work and save hours each week
Using the right tech tools can absolutely transform your virtual assistant business! These tools allow you to save time, increase productivity, and improve the quality of service you offer to clients.
You definitely don’t need all of these tech tools. This process is customizable to your business.
📌 Pick one or two areas to try and consider investing your time or budget in the ones that fit your workflow. Then watch your workflow practices take off!
References
Trello - https://trello.com
Asana - https://asana.com/pricing
ClickUp - https://clickup.com/
Monday.com - https://monday.com/pricing
Zoom - https://zoom.us/pricing
Google Meet - https://meet.google.com
Microsoft Teams - https://www.microsoft.com/en-us/microsoft-teams/log-in
Toggl - https://toggl.com/track/pricing/
Clockify - https://clockify.me/pricing
Harvest - https://www.getharvest.com/
Google Drive - https://workspace.google.com/products/drive/
Dropbox - https://www.dropbox.com/
Calendly - https://calendly.com/pricing
Acuity Scheduling - https://acuityscheduling.com/
QuickBooks - https://quickbooks.intuit.com
FreshBooks - https://www.freshbooks.com
Wave - https://waveapps.com
LastPass - https://www.lastpass.com/pricing
1Password - https://1password.com/pricing
Canva - https://canva.com
Adobe Express - https://www.adobe.com/express/
Zapier - https://zapier.com/pricing
IFTTT - https://ifttt.com/plans
