Like in any trade or industry, tools are essential to make the job easier and faster. The same goes for a source-oriented virtual assistant. Virtual assistants come in different forms and sizes. Whether you are a budding home-based writer, a team leader for a specialized account, or a part of a larger company, you need to be able to use the right virtual assistant tools to do the work efficiently.
As a virtual assistant, you work daily on projects by emailing updates, files, and work to your clients. In addition, you will want to make sure you are available to answer any questions or address issues that come up at least once every 48 hours or at least give an update.
Given the high competition for these jobs, here are some virtual assistant tools that you need to learn to stand out and land higher paying clients:
1. Google Docs
One of the most common virtual assistant tools is Google Docs. This free service allows teams to create and edit documents in real time. Virtual assistants can use Google Docs to create spreadsheets, word documents, forms, presentations, and diagrams. It also enables users to group chat with their team members to communicate while working on a project at the same time.
Another tool many virtual assistants make use every day is Dropbox. Dropbox is a personal cloud storage service that is frequently used for file sharing and collaboration. It is available in almost all desktop operating systems and a downloadable app for mobile devices. Users are allowed to store up to two gigabytes of files for free. This can be helpful if you are sharing thick reports and video presentations to other virtual assistants and clients.
Google Hangouts for business can be a great asset to a company of any size. It is also cost-effective which makes it ideal for smaller enterprises. It allows you to easily connect with other employees and clients using chat and video calls, making it convenient for those who travel or work from home. It also gives you the flexibility of connecting from virtually any device.
While nothing beats a face-to-face meeting, Skype comes close. It is a perfect tool for individual and small group meetings. It is free and easy to contact a person anywhere in the world — as long as they have an internet connection. You can also share screens, do video calls and exchange text links or other relevant information.
If you are one of the many account users who struggle to remember their many passwords, then LastPass is for you. LastPass makes it easy for a virtual assistant to save and share passwords for accounts. If you are working on a team, it allows managers to share a password without actually letting the virtual assistant to view the password itself. Using this program is more secure rather than keeping a note on a paper or in a Word document because it encrypts passwords with a master password.
Running a customer support desk can be both tricky and time consuming. The best tool for this trade is TeamworkPM. TeamworkPM allows teams to deal with even the most complex customer inquiries. It is highly sophisticated for time tracking and web navigation.
Another team-based virtual assistant tool is AnyDesk. This program makes it easy for virtual assistant managers to connect with their assistants’ computers remotely in order to teach them new tasks. This saves them time, especially for outsourced assistants.
For bloggers, WordPress is easy to use and a perfect way to show off their expertise. Aside from that, WordPress has become the content management software of choice for non-blogging websites. It is a self-contained system, therefore it does not require any HTML editing software. You can create a new page, format text, upload images, documents, video files, and many others all without the need for complicated HTML or FTP software.
Social network marketing requires multiple accounts to be opened at the same time. That is where Hootsuite can be both a time and life saver. Designed as a dashboard, it allows users to pull in multiple social media accounts and schedule tweets and updates in the future.
Now, if you are looking for a good way to track clients’ hours and create invoices for payments, QuickBooks is a great tool to use to track all income and expenses. It is easy to understand and can connect to your payment provider.
The market for virtual assistant tools is very diverse. There are probably a hundred, if not a thousand, more riggings to use to ensure that you can fully use your time in providing the best solution for your clients’ demands.