13 Must-Have Tools for Beginner Virtual Assistants
So, you want to explore the world of Virtual Assistance? Being a virtual assistant can open so many new doors for you - skill and income-wise.
However, routine-wise, it can be blurred because you’re remote. It’s so easy to lose track of your routines, deadlines, emails, and meeting requests, especially if you’re a highly-requested Virtual Assistant - and that’s the goal, right?
Thankfully, there are several FREE tools to help you stay on track.
Please note that we are not at all affiliated with the platforms we’re recommending in this article. We were once where you are and would only like to support you in your journey.
Toggl is a time-tracking tool that helps you keep tabs on the time you spend working on individual projects for your clients.
It also allows you to download a time report which is helpful for keeping your clients in the loop to discuss monthly retainer/package adjustments.
This is one of our favourite tools! We can all agree that sharing log in details is stressful. Now imagine trusting someone with access to your personal platforms AND your passwords - sounds scary, right? LastPass keeps log in details secure.
This platform allows your clients to save their log in details and share them with you privately. That means that you are able to log in to their platforms with the LastPass search engine extension, without seeing what their details are.
It’s really a win-win!
Asana and ClickUp are organisational tools that help you keep track of your projects, deadlines and steps.
The pick between the two is entirely up to you. We have experience with both and although the idea behind it is the same, the software differs.
Perhaps ask your clients which one of the two they prefer to use.
The holy grail of anything design! Imagine a design hub with templates, stock images and videos, sounds, elements, and so much more. Whether it’s for your own marketing or for a client’s, Canva is a great tool to use if you’re not a photoshop pro.
Of course, the free version has its limits so if your budget allows, check out the features for the pro version.
Google Drive has a handful of features and tons of free space to store your files. You can access it from any device, from anywhere, and you can work offline. Download the app to make storing your documents easier - a simple drag and drop. It’s helpful when you’re low on computer storage space.
Loom:
With Loom, you can record your screen with sound and camera enabled to explain tasks and complex steps. Your video will instantly be available to share via a link, or you can download it for later use. If you’re big on sharing how-to steps on your social page, this is a go-to!
If you own an apple product, screen recording is a built-in feature, only, sharing the video becomes a little more tedious.
Free video storage, integrations, embedding, private or public sharing - the list goes on. You may have noticed how BIG video content has become on socials. Why? We don’t know about you, but they’re just so much more engaging than reading infographics. Yes, YouTube is a common platform to use…but if your videos are for limited views and not meant for a YouTube audience, Vimeo serves your need better.
Zoom:
This is a must for Virtual Assistants. Initial onboarding interviews are important and should be done via an online video call. A potential client wants to determine whether they would like to work with you or not - and vice versa - and it sets the tone to what it would be like to work with you.
Building relationships with your clients is sooooo important but it is tough to do when you’re in a different country - or even local if you cannot always meet face-to-face. It’s important to touch base from time-to-time and doing so semi-face-to-face is great.
Zoom’s free version offers a 30 minute limit. Sufficient time to have a quick check-in.
Airtable is an organisational tool that helps you organise anything, with anyone, from anywhere. If you’re a lover of spreadsheets, this is for you - only its spreadsheet meets database. Aside from its ability to record data manually or from surveys, this is a tool that’s helpful for online marketing Virtual Assistants.
Airtable allows users to insert images, videos and text, and share edit access to multiple other users which makes it perfect for content approval. We’ve used it for ages, and it has been a dream.
Another great platform for content creators. Creator Studio has all the tools you will need to effectively manage, post, and measure content across your Instagram and Facebook accounts.
Schedule or post pre-created IGTVs, Facebook Reels, posts (of different dimensions), and videos from the platform, without the algorithm complications. Creator Studio is owned by Meta so it won’t affect how your posts are favoured by Facebook or Instagram.
Log in to Facebook via the website and get started.
Xero:
Xero is an online accounting software for your business. It connects to your bank, allows your accountant or bookkeeper access, and integrates with several payment platforms like Payfast and PayPal.
When clients receive their invoice, they are able to pick their payment type via a link that is included in the email.
It cuts the need for a constant back and forth with payment options.
PayPal is pretty popular, but if you’re not yet familiar, it’s an online wallet for sending and receiving money. It’s free to use, but there is a fee for every transaction. Think of it as an international bank account. It’s great for if you’ve got international clients.
For South Africans, it’s more difficult to manage than it is for other countries, but it’s not impossible. Because the Rand is not a currency offered on PayPal as yet, the only way to withdraw foreign currency is to have a bank account with First National Bank. Click here to find out more about FNB and their PayPal service offering.
Another payment option for your local and international clients. It’s easy, fast, and secure. It allows clients to either EFT you or enter their card details for withdrawal from their account. It’s free to use, but there is a fee for every transaction.
There are several platforms that serve the same purpose as the ones we’ve recommended. These are the ones we have found that suits our business, so these are by no means your only options. Like us, experiment and find what suits your needs best. Good luck!
