Running a business as a virtual assistant (VA) can be quite a challenge, especially in the UK where competition can be steep, depending on your niche. The right tools can help you stay organised, increase your productivity, and ultimately, maximise your profits.
In this blog post, we’ll be looking at some of the best free and low-cost tools that can help you elevate your service to the next level. Your clients will love you for showing them the way…
Project Management:
A project management tool isn’t quite as scary as it sounds. It’s a digital solution that helps with efficient planning, organising, and tracking of tasks and projects. Project management tools provide a centralised platform where virtual assistants like you, can manage your clients’ projects, assign tasks, set deadlines, and collaborate with team members and clients in real-time.
As a VA, you’ll need project management tools that offer features such as task lists, time tracking, file sharing, and communication channels to streamline project workflows with a user-friendly interface and customisable features. This will help you easily stay organised (say goodbye to your traditional to-do list), prioritise tasks (you can colour code them if that’s your preference), and effectively manage your workload ensuring seamless coordination and timely completion of projects.
At Laura Robson VA Services, we like Asana. Asana is a free project management tool that’s perfect for staying on top of tasks and deadlines. It’s user-friendly, customisable, and it integrates well with other popular tools like Google Drive and Slack. The free version has lots of features that will get you started but if you’d prefer things like automated workflows, custom reporting and an additional project view the Premium version is currently priced at £9.49 per month, per user when billed annually.
In an interview with Forbes, Dustin Moskovitz, co-founder of Asana, says, “The future of work is not about working more, it’s about working more effectively. It’s not about doing more things; it’s about doing more of the right things.”
Communication:
Slack communication is described by many as an indispensable tool for virtual assistants, enabling seamless and efficient collaboration in a digital work environment. With its user-friendly interface and versatile features, Slack empowers virtual assistants to effortlessly communicate with their clients, fellow assistants, and team members, ensuring smooth information exchange and streamlined workflow. Whether it’s sharing important updates, discussing project details, or seeking immediate assistance, Slack provides a centralised platform that facilitates real-time messaging, file sharing, and integration with other productivity tools. Its flexibility and customisation options make it ideal for virtual assistants to stay organised, connected, and productive while managing diverse tasks and responsibilities across various projects and clients.
We’ve found Slack to be a great way for us to feel connected to our wider team members. Our associate VAs have said this tool really makes them feel more involved and part of a team. Whilst it will never replace the traditional catch up in the office at the photocopier, it is a great way of ‘instant’ messaging.
Ex Slack CEO, Stewart Butterfield, emphasised the importance of efficient communication in a quote from an interview with Inc. magazine, “Channels bring everyone working on a project into the same place, and that includes external partners and contractors as well as people from other departments or teams who may only be tangentially involved.”
Once again this tool has a free version, but if you did want to upgrade, you can do so to their ‘Pro’ package priced at £5.75 per person/per month, when billed annually.
Scheduling:
If you’re like us, you’ll agree that Calendly is an invaluable tool that offers a seamless solution for scheduling and organising appointments. With Calendly, virtual assistants can easily coordinate and manage their busy schedules by sharing personalised booking links with clients and colleagues. This intuitive platform streamlines the appointment-setting process, eliminating the back-and-forth emails and time-consuming coordination efforts. You can customise your availability, set buffer times between appointments, and automate reminders, ensuring a smooth and efficient scheduling experience.
Calendly empowers virtual assistants like you to focus on your core tasks while effortlessly managing your calendars professionally.
The basic version of Calendly is free, but if you wanted or needed more complex scheduling needs, their ‘Essentials’ package (at the time of writing) is $10 per user, per month.
Tope Awotona, CEO of Calendly, shares the company’s mission in a quote from a Forbes interview, “We’re here to take the work out of connecting so you can accomplish more.” He poured his life savings into Calendly and is now one of America’s wealthiest immigrants; I think it’s fair to say his mission has been accomplished!
File Storage:
Digital file storage refers to the process of securely storing and organising files in a virtual environment. For virtual assistants, an ideal digital file storage solution would offer convenient accessibility, efficient search functionality, and robust security measures. Cloud-based storage platforms, such as Google Drive, Dropbox, or Microsoft OneDrive, are particularly suitable for virtual assistants. These platforms allow you to store, sync, and share files across multiple devices, ensuring seamless collaboration with clients and colleagues. In addition to this, advanced search capabilities enable quick retrieval of relevant documents, enhancing productivity. With encryption and access controls, virtual assistants can trust that their files are protected from unauthorised access, ensuring confidentiality and data integrity.
At Laura Robson VA Services, we like Google Drive. We’ve found it to be a reliable, free option for storing and sharing documents. With real-time collaboration, version control, and easy access from any device, Google Drive can help you work efficiently with your clients.
Sundar Pichai, CEO of Google, launched Google Drive back in 2012; at that time the rumours about it were likened to the Loch Ness Monster. It’s certainly one of the most robust (and free) file storage options we’ve found, and it’s got even more functionality now, than it did then. Thanks Google!
The free plan provides 15GB of storage; if you need more than that, you can upgrade to their Basic plan, currently discounted to £0.39/month for the 1st month, then £1.59 per month thereafter.
Invoicing:
This is a personal choice and to some extent will depend on the size of your Virtual Assistant business, number of clients, associates, and invoicing requirements.
But invoicing software for some is an essential tool that provides an efficient and organised way to manage your billing processes. And with Making Tax Digital (MTD) on the horizon, it’s certainly something that should be on your radar.
Invoicing software like FreeAgent is great for virtual assistants like you, due to its robust set of tools designed for optimal task and financial management. As a comprehensive accounting solution, FreeAgent allows virtual assistants to streamline bookkeeping tasks, manage expenses, and keep track of invoices seamlessly. The software also integrates well with a multitude of other platforms, enabling efficient data management and information flow. Its intuitive, user-friendly design simplifies financial tasks and helps maintain organised records, which is especially useful for virtual assistants working with multiple clients or projects.
Its robust reporting features offer detailed insights into financial health, assisting in decision-making and strategy formulation. At Laura Robson VA Services it’s the one we use and can highly recommend.
If you’ve already got a business bank account with NatWest, Royal Bank of Scotland or Ulster Bank, or make at least one transaction a month through a Mettle bank account it’s free! If you’re a sole trader prices start at £9.50 per month + VAT for the first six months (£19 per month + VAT thereafter).
These tools not only help to streamline your operations but also save you time and increase your productivity, enabling you to offer an unparalleled service to your clients. As a virtual assistant, leveraging these tools can truly help you hit the ground running. Remember, as efficiency improves, so does your bottom line. So, embrace these tools and take your small VA business to new heights.
Please note prices and features vary and may be subject to change. Always check the provider’s website for the most current and detailed information.
