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The Trusty Oak Blog

Our 10 Favorite Apps and Tools for Virtual Assistants

October 29, 2021

We’ve all found ourselves overwhelmed with work before-- especially when it’s remote. It’s so easy to lose track of all the deadlines, meetings, and emails. Thankfully, we live in a time where we have unlimited resources to help organize our lives. Being a virtual assistant doesn’t have to be stressful!

Here are ten of our favorite apps and tools for virtual assistants. 

1. Trello

Trello is an amazing organizational tool that helps separate projects into various categories. It breaks down tasks into boards, cards, and steps. You can organize a group by assigning them boards associated with their given tasks. The ability to interact with others in Trello really reduces the number of emails in your inbox!

Trello has really helped me to coordinate with the people I’m working with. It makes it easier to ensure that everyone is on the same page without having to constantly communicate. Trello helps with projects big and small!

Related: Remote Collaboration: How to Use Trello to Work With Your VA

2. Slack

Communication is key and Slack can help with that. Slack is a channel-based communication platform. You can organize channels by topic or project, as well as privately message individuals within the workspace. It allows for a more relaxed form of communication. Slack is available on both desktop and mobile. 

Slack is great for on-the-go communication, too. It lets you be less connected to your laptop, but still, be “in office.” It’s an awesome tool for quick communication that isn’t quite worth a full email. It also allows for fun custom emojis to spice up conversations!

3. Zoom

Sometimes communicating through email or messages just isn’t enough. Zoom is a great option for long-distance face-to-face communication. Their free version allows you to host meetings with up to 100 people for 40 minutes at a time. They also have a mobile app that’s great for when you need to have your meetings on the go. 

Zoom has been immensely helpful for communicating about bigger tasks that require more in-depth conversation. Along with creating a space for meetings and even virtual events, it allows you to use this space the best you can. With tools like the share your screen function, whiteboards, and built-in recorders, it’s almost like you’re in the room with everyone!

4. Google Workspace

Google Workspace, formerly known as G Suite, includes a number of helpful apps that can assist in all aspects of your work. Some of these apps include Google Meet, Google Drive, and Google Calendar. Google Meet is a video communication platform, similar to Zoom. Google Drive is a cloud-based system that includes documents, spreadsheets, and slideshows. Google Calendar syncs to your account so that you can access it on any device. 

Overall, Google Workspace is a program where you can easily share and collaborate with team members. It’s a perfect all-in-one resource for whatever virtual assistant needs you may have! Everything is super user-friendly and easy to understand. 

5. Todoist

Todoist is an app that functions as a to-do list and project manager all in one. It gives you the option to create short and long-term goals, as well as daily habits. You can create boards to manage different projects and tasks. It has a desktop and mobile app, as well as a built-in Chrome extension for ease of access. 

If you’re someone who loses track of things easily, having a personal to-do list like Todoist will make your life so much easier. Combining Todoist with other tools like Trello is a great way to keep things streamlined and organized. Plus, it’s always satisfying to cross things off that to-do list!

6. LastPass

LastPass is a password management software that helps protect you. It securely stores your passwords all in one place. It also serves as a password sharing software, so that you can safely share accounts with others. It has a free plan with unlimited password storage and one-to-one sharing, but it also has paid plans with additional features such as dark web monitoring and encrypted file storage.

LastPass makes collaborating easier. As a virtual assistant, you inevitably need access to your clients accounts and other sensitive information like credit card numbers. LastPass reduces stress on your client's end by giving them a secure way to share their information. It also reduces stress on the virtual assistant side of things, because you don’t have to worry about memorizing things or keeping their personal information secure!

7. CamScanner

CamScanner is a lifesaver for anyone who doesn’t have a scanner at home. This mobile app allows you to take photos of documents and it converts them into PDFs, documents, and even spreadsheets. You can then share those files directly from the app. 

CamScanner is also helpful for working on the go. Sometimes, it’s nice to work outside of your usual office space. That being said, traveling with a scanner isn’t the most practical thing-- unless the scanner can fit in your pocket! 

8. HoneyBook

HoneyBook is a customer relationship management program that combines project management, client communication, and invoicing all in one place. It has a built-in contact book to make keeping track of clients easy. It also has a built-in calendar, to-do list, and project list to allow for more effective organization. 

Having everything in one place with HoneyBook makes it an invaluable tool for a virtual assistant. HoneyBook is another program that helps reduce all the clutter in your inbox, because of its project management features. It makes it easier to collaborate with your client and work on things more independently and efficiently!

9. Canva

Canva is an amazing tool for any virtual assistant in the marketing world. Its user-friendly interface makes it easy to create professional-looking graphics, posters, and presentations. Users have the ability to make images, videos, and gifs with ease. 

Canva is a great place to start, even if you have no experience in visual design! It has plenty of preset templates for those of us who may not be familiar with creating different graphics. For the virtual assistants who are more experienced, Canva still provides an intuitive resource!

10. Calendly

Calendly is a scheduling software that makes meetings as painless as possible. Your calendly account comes with a personalized meeting link that you can send to clients, so they can book you without having to coordinate calendars. It gives users the option to integrate calendly with their own calendar apps, like Google Calendar. 

Calendly really helps reduce the stress that comes with coordinating with clients and coworkers. It allows you to have fewer emails, less going back and forth, and more time to work on the other things that need your attention! 

Now that you know some of the best tools to use as a virtual assistant, it’s time to put them to use! These tools will help you become a more organized and productive VA while lessening the amount of time you spend on projects. Working remotely doesn’t have to be stressful!

For any questions about careers at Trusty Oak visit trustyoak.com

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About the Author

Brendon Vaughn

Brendon has an Arts degree from Pasco-Hernando State College. He is currently in his last semester of his BFA in English with a concentration in Creative Writing at the University of South Florida. He is passionate about making a difference, regardless of what lengths need to be taken. He enjoys anything that gets him thinking and doesn’t back down from a challenge. Brendon is an effective communicator, an expert in time management, but persistence is his greatest strength. He has the tenacity needed to keep a team running. He is an expert in organization and email management. His role as the treasurer for an on-campus organization has given him extensive knowledge of budgeting, invoicing, and bookkeeping. In a nutshell, Brendon will bring all these strengths to your business, as your virtual assistant, to enable you to achieve greater success. When Brendon is not working, he spends his time reading, writing, and playing D&D with his friends. He lives with his two roommates and their three cats. He loves traveling and seeing new things.

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