10 essential tools I couldn’t live without as a Virtual Assistant

When you’re growing your small business, you will inevitably need to find ways to do things quicker or more efficiently. Things become even more complicated when you work remotely or have to manage teams of remote workers. As a remote worker myself, here is my personal list of tools I couldn’t live without.

Dropbox - I use this popular tool to share files with clients and associates. Once you sync a file from your computer to Dropbox, you can then share a link to that file with your co-workers or invite them to a shared folder. It’s simple and easy to use. It also serves as a great backup system.


Asana – I always have loads of different clients, projects and tasks to manage simultaneously, Asana is free to use, simple to get started, and powerful enough to run my entire business. I have each client set up as their own project and then list out tasks in different categories. I particularly like the fact that I can keep all the info for each client in just one place.


Doodle - Trying to arrange a meeting that involves several people can be a time-sucking hassle. Thanks to Doodle, the days of endless back-and-forth communication are over. Doodle radically simplifies the scheduling process, keeping everything in one organized place.

QuickBooks Accounting System – This cloud-based accounting software helps me organise my business and makes it easier to meet HMRC requirements. QuickBooks is available online and can be synced to your bank account. It helps me create invoices, record expenses, retain customers and employee information, issue payroll, and keep track of taxes. QuickBooks can be easily integrated with add-ons as well as third-party tools to enhance the current functions.


Canva - Often you want an image to accompany the great content you are posting on social media. I use Canva to create eye-catching and professional graphics. Canva makes design extremely simple, even with no previous graphic design experience. With Canva, you can create designs for web or print, blog graphics, presentations, Facebook covers, flyers, posters, invitations and so on in a few simple steps.


Hootsuite – This powerful social media tool allows me to manage all my clients’ Facebook, Twitter, Instagram and Linkedin profiles from a single dashboard. Hootsuite is the most widely used platform for managing social media multiple networks, schedule content, and engage with your audience—all in one place.


Prezi – This is an amazing tool for wow-factor presentations. Prezi is probably as different from PowerPoint as you can get. It offers a dynamic user experience, through a non-linear, visual mind map, wherein you interact with different elements on a virtual canvas. Prezi is an online tool, so it’s available anywhere - provided you have an internet connection.

Campaign Monitor – This features-packed email marketing software makes it easy to create, send, and optimize professional-looking email marketing campaigns at very affordable prices. Campaign Monitor also offers powerful testing tools and email analytics to measure the success of every email marketing campaigns.


Passpack – This is one of the most secure ways to manage and organise your passwords online. Passpack is built on strong client-side encryption, ensuring that my clients’ sensitive data is never accessible to anyone but me.


Adobe Fill & Sign – If you (like me) tend to use any spare minute of your day to complete those admin tasks that you don’t want to do during your billable hours, you’ll find this free app extremely useful. With Adobe Fill & Sign, you can fill, sign, and send any form electronically from my phone while I am out and about. I’ve used it travelling to meet a client or while waiting to collect my children from school. 


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