Having the right virtual assistant beside you is awesome – but it can only go such a long way if you don’t have the right tools. A VA management doesn’t just magically happen. If you’re not using the right tools, things can slip through the cracks fast.
Fortunately, there’s always an upside to things. Due to the rapid growth of technology, there’s now a growing stack of software designed to make managing virtual assistants easier, more efficient and way less stressful. Here’s a rundown of the top virtual assistant tools that will help you streamline communication, project tracking, time management, and overall productivity.
Project Management Tools
When you’re handling a big project, it’s important to keep track of everything. However, when your VA lives halfway across the world, managing tasks and responsibilities can become a bit tricky. Project management tools help centralize all your to-do’s, deadlines, and deliverables in one place so nothing falls through the cracks. Here are some project management tools you can try:
Trello
- This tool is great for visual thinkers. Set up boards, organize tasks into lists, and use cards to keep your team in sync
Asana
- Need to see the bigger picture? This tool is ideal for assigning tasks, tracking progress, and keeping everyone accountable.
ClickUp
- Are you a multitasker? This all-in-one tool combines docs, tasks, time tracking, and even goal tracking.
Communication Tools
Virtual Assistants are not mind-readers, so a strong communication foundation is important. Communication tools help ensure that everyone is on the same page, whether you’re shooting off a quick update or diving into a strategy call. If you need a tool to strengthen your communication process, check these virtual assistant tools out:
Slack
- Centralized hub for real-time messaging and updates. Create channels by task or department with Slack
Zoom
- Need an avenue for face-to-face calls? Zoom is great for weekly check-ins, onboarding calls, or deep-dive sessions
Loom
- Need to leave a detailed message? Record quick video instructions instead of typing out long emails with Loom
Time Tracking Tools
Time is money, and with a remote team, it’s essential to know where it’s going. Time tracking tools give you and your VA insight into productivity patterns and help you make data-driven decisions. Want to see productivity skyrocket in real time? Check out these time tracking virtual assistant tools;
Time Doctor
- Offers detailed insights into how time is spent and what apps/sites are used. It monitors your VAs screen so you can see the magic happen.
Toggl
- Need a much more flexible time-tracking system? Toggl is a user-friendly and flexible time-tracking tool, especially useful for freelancers and part-time VAs.
Hubstaff
- Need something more robust? Hubstaff combines time tracking with screenshots, productivity metrics, and even GPS tracking (if needed).
File Sharing and Collaboration
To effectively collaborate means sharing all kinds of files – and with that, you need something secure, a tool that makes sure data you share won’t get lost or fall into the wrong hands.
Dropbox
- Need to share large files? Dropbox is the one of the best tools to share all kinds of files while maintaining secure backups.
Notion
- If your team needs a one-stop platform for file sharing and collaboration, then Notion is for you. Use it as a wiki, document hub or knowledge base for your VA team.
Dashlane
- Sharing some sensitive files? Dashlane is another excellent option for encrypted password sharing.
Finding the Right Tools
Managing virtual assistants can be a bit overwhelming but with the right tools, it can become a walk in the park. With the proper virtual assistant tools, you can build a system that supports productivity, encourages clear communication, and drives results. Think of your team’s personality and choose the tools that complements not only them, but fixes gaps as well.
Need help putting it all together? At Outsource Access, we specialize in helping businesses not only hire amazing VAs but also set up streamlined systems for managing them. Let’s talk today!
