Virtual assistants (VAs) are remote professionals who provide administrative, technical, or creative assistance. They can handle a wide range of tasks, from email management and scheduling to social media management and data entry. To effectively manage their workload and deliver exceptional results, skilled VAs will maintain expertise in a suite of digital tools. Here are ten essential tools that you should ensure your VA is adept with:
Grammarly is a writing assistant that goes beyond basic spell check. It provides comprehensive grammar, punctuation, and style suggestions. A skilled VA uses Grammarly to ensure all communication, from emails to social media posts, is error-free and professionally written. For instance, a VA managing a client's social media accounts can use Grammarly to craft engaging and informative posts without typos or grammatical mistakes.
Trello is a visual project management tool that allows VAs to organize tasks into boards, lists, and cards. It provides a clear overview of projects, deadlines, and progress. A skilled VA can use Trello to manage multiple projects simultaneously, set due dates, assign tasks, and effectively track their completion.
Slack is a real-time communication platform that facilitates efficient collaboration. It allows for instant messaging, file sharing, and video calls. VAs will most often use Slack to communicate with clients, team members, and other stakeholders, ensuring timely responses and project updates. Slack also has plenty of internal tools to further streamline remote work that a good VA will know how to leverage.
Google Workspace (formerly G Suite) offers a suite of productivity tools including Gmail, Google Drive, Google Calendar, and Google Docs. Google Workspace has become an essential part of the modern work environment, and it is even more so when it comes to VAs and remote work. Whether it’s Gmail for efficient email management, Google Drive for cloud storage and document sharing, Google Calendar for scheduling appointments, or Google Docs for creating and collaborating on documents, a good VA will know when and how to use them all.
Zoom is one of the most widely-used video conferencing platforms on the internet, essential for virtual meetings and client interactions. Just like Google Workspace, Zoom has become synonymous with modern work, especially remote work. VAs will use Zoom to conduct client meetings, training sessions, or team collaborations, enhancing communication and productivity.
Asana is a project management tool that helps VAs plan, organize, and manage tasks and projects. It offers features like task assignments, due dates, and progress tracking. A skilled VA will use Asana to manage complex projects with multiple deliverables and deadlines, helping you ensure tasks are completed on time.
Canva is a graphic design platform that empowers anyone to create professional-looking visuals without advanced design skills. It offers templates for social media graphics, presentations, and other marketing materials. A skilled VA who has experience with the platform can use Canva to become a one-person content team, creating engaging social media posts, designing marketing materials, or developing presentations for clients.
Hootsuite is a highly comprehensive social media management tool that can help VAs schedule posts, monitor engagement, and analyze performance across multiple platforms. A specialist VA will use Hootsuite to manage clients' social media accounts efficiently, saving time and ensuring consistent brand messaging.
Calendly is a scheduling tool that automates appointment booking. It can integrate with your calendar to avoid scheduling conflicts, and to help other parties book appointments with you. A VA will use Calendly to help you streamline the appointment booking process, saving time and avoiding clashing meetings. While the tool itself is simple to use, integrating it effectively with your practice and your workload is where the VA can add value.
LastPass is a password manager that securely stores and manages passwords. It helps protect sensitive information while providing easy access to online accounts. It is a secure method to provide and control limited access to sensitive data, and also an effective repository to maintain sensitive data for future use or in case of a service provider change.
Founded by serial entrepreneurs, Leverage Assistants is a white-glove service that helps you find 1% assistants and then teaches you how to build leverage with them. If you're interested in a strategy session to learn how to use an assistant, click here.
Stephen is one of the founders of Lumiere and a Harvard College graduate. He founded Lumiere as a Ph.D. student at Harvard Business School. Lumiere is a selective research program where students work 1-1 with a research mentor to develop an independent research paper.
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