Resources Virtual Assistants Use to Make Business Owners More Productive
Your VA Has A Toolkit Too!
Virtual Assistants can be a big part of improving your productivity and ensuring that tasks are managed efficiently. We use a variety of tools and software to streamline your processes, manage your projects, and keep everything running smoothly. Here’s a look at some of the tools we use to help you be more efficient and in control.
Task Management and Collaboration
Google Spaces
Google Chat Spaces is something I use when working with clients who have several projects on the go. It helps the clients stay in touch with tasks, provides a location to share relevant files, and allows tasks to be assigned to other members of the project team. This makes sure that everyone knows exactly what needs to be done, by who, and any deadlines that are critical.
Trello
Trello’s visual board and card system is perfect for task management. Where my clients have a preference for Trello I use it to create boards for different projects, track tasks through various stages, and collaborate with clients in an intuitive way, moving tasks along the boards like you might in a sales pipeline. It’s a great way to see progress on your projects.
Spreadsheets
I would normally opt for Google sheets over excel. It offers the flexibility to have multiple editors working in real time on the same document. This is a really simple way to create lists and apply check boxes for those task related projects or the daily/weekly lists of jobs to be done.
Staying In Touch
There are other platforms out there for video calls. These are three of my favourites.
Google Meet
Google Meet is a video conferencing tool that lives in Google Workspace (You don’t need to have Google Workspace to attend a meeting though). I use Google Meet to schedule and meet with clients. It allows us to collaborate in real-time, share screens and even pull up a whiteboard if needed!
Zoom
Zoom is widely used for virtual meetings and webinars. I use Zoom in the same way as I do Google Meet, my choice of platform is usually client lead based on their preference.
This is a really useful tool for sending short voice notes when you are busy and something urgent has cropped up that you need actioning, or even for those late night thoughts when you can’t really phone! I love that this also has a desktop version meaning I can send files directly over for a quick check or let you know if there is something urgent that needs your attention without needing to pick up the mobile!
Calendar and Scheduling Tools
Google Calendar
Google Calendar is something I use everyday both in my own business and for clients for scheduling appointments, setting reminders, and managing your calendars.
Calendly
No more back and forth to find a time that works for everyone! Calendly makes finding a suitable meeting slot so much easier. It allows clients to book into your calendar based on your availability. There’s a useful feature that I use for clients where anyone booking in would need to complete a short questionnaire, meaning no unwanted appointments can be booked taking up your valuable time.
Document Management and Collaboration
Google Workspace (Docs, Sheets, Drive)
My preferred route is Google Workspace. It includes Google Docs, Sheets, and Drive, offering cloud-based document creation, collaboration, and storage.
Dropbox
Dropbox provides cloud storage and file-sharing capabilities. It can be used to store and share large files and organise documents, ensuring that important information is accessible from anywhere.
WeTransfer
This is a brilliant free tool for sending large files when you cannot share cloud storage space.
Password Management
It should go without saying that it's not good practice to write your passwords down in the back of a book or on a Post-it note on your screen, but there are those out there who do exactly this! (No judgment if it's you but let's talk I can tighten up your security for you as part of my service)
There are lots of password managers out there including Google who have their own. The two I prefer to use are:
Bitwarden
Bitwarden is an open-source password manager known for its strong security features and affordability. I use Bitwarden to manage and encrypt passwords, ensuring sensitive information is protected while remaining easily accessible.
LastPass
LastPass is a password manager that securely stores and manages passwords. When needed I use LastPass to ensure that login credentials are safe and easily accessible, minimising the risk of security breaches.
In Conclusion ...
From project management and communication to password management, these tools are essential for me as a Virtual Assistant to ensure tasks are completed efficiently and effectively. Using these tools with your VA will give you the confidence to focus on what truly matters, driving your success with greater ease and certainty that your VA has it all in hand.
If you would like some more information on how I can use these tools to support you in your business why not book in for a free chat or check out the services page to see how I can support you?