18 Best Tools For Virtual Assistants In 2023

Virtual assistants are becoming more and more valuable in today’s business world as technology advances, allowing them to take on many tasks that may have previously been delegated through traditional staff or offices. Today, they use great technologically advanced tools to make their job efficient and effective. From cloud storage services and project management software to AI-driven communication solutions and even freelance marketplaces, there are countless tools available for virtual assistants.

Let’s take a closer look at these tools used by VAs in today’s competitive world!

Time Tracking Tools

Time tracking tools are essential for virtual assistants to measure their time on specific tasks and projects accurately. Toggl, Harvest, and Clockify are some of the best tools commonly used by VAs.

• Google Calendar, in particular, offers advanced features such as goal setting, task scheduling, tracking, and date setting.
• Harvest is an excellent tool for freelancers who need to bill clients based on hours worked, as it integrates seamlessly with invoicing software such as FreshBooks.
• Clockify is also an excellent choice for accurate time tracking as its free version offers a basic plan with unlimited users, making it ideal for those who don’t want to pay for premium features.

All these tools enable users to track their work time quickly and accurately, allowing them to invoice clients accurately and ensure they are compensated fairly for their time.

File Storage 

Virtual assistants rely heavily on file storage platforms such as Dropbox, Google Drive, and OneDrive to store files safely in the cloud. These platforms are incredibly secure, allowing users to access their documents from any device connected to the internet.

Furthermore, these platforms provide ample storage space so VAs can save essential documents without worrying about running out of space or losing data due to hardware failure. They also make it easy to securely share files with clients or collaborators by providing options such as password protection or two-factor authentication. 

Project Management Tools

Project management tools help virtual assistants keep track of multiple projects while staying organized. With project management tools, VAs can assign tasks to various team members, set deadlines, and keep an eye on the progress of each project at any given time. Additionally, many of these tools have powerful reporting features that allow VAs to analyze performance data to optimize their workflow accordingly. 

File Sharing And Collaboration Tools

When working remotely or collaborating with team members across different locations worldwide, VAs need to have good file-sharing and collaboration tools to get the job done efficiently and effectively.

Google Drive or Microsoft OneDrive are some of the most popular file-sharing and collaboration tools used by VAs due to their user-friendly interface that allows easier collaboration between multiple parties, even when working remotely from different locations across the globe. These platforms provide robust security features that enable VAs to safely store sensitive information like client data in the cloud while granting access only when necessary through password-protected links shared over email or instant messaging platforms like Skype or Slack. 

Automation Tools 

Automation tools are becoming increasingly popular among virtual assistants because they help optimize workflows by automating mundane tasks like data entry or email marketing campaigns, which would otherwise take up precious time if done manually by VAs. Such tools are Zapier and IFTTT. With Zapier, VAs can create various “zaps” that automate tasks such as data entry, email notifications, and more. For example, with Zapier, VAs can set up an automated system where they receive an email notification every time someone new signs up for their blog. This saves VAs the hassle of manually checking for new sign-ups every day.

If This, Then That

IFTTT is an automation tool that enables VAs to connect different services and create “applets” (recipes) that automate a variety of tasks. For example, using IFTTT, VAs can automatically add contacts from LinkedIn to their email list or post new blog updates on Twitter without manually doing so every time.

Productivity Tools 

Any virtual assistant must have the right tools to manage tasks efficiently and stay organized. The most popular productivity tools used by VAs are Evernote, Todoist, and Google Keep. These three platforms allow users to create lists, set reminders, search for information quickly, save web pages or documents for later reference, and track progress.

• Evernote also offers its business version, which includes additional features such as collaboration with colleagues on shared notes and files.
• With Todoist, users can create recurring tasks and share projects with others.
• Google Keep allows users to assign labels to items or notes, making it easier to categorize and organize their work. 

Virtual Meeting Tools 

Virtual assistants need reliable virtual meeting tools to have successful meetings with clients or colleagues. The most popular options available today are Zoom, Google Meet, Webex, and GoToMeeting. All four of these programs offer high-quality audio and video streaming and screen-sharing capabilities so that participants can easily collaborate on projects. They also provide chat boxes where people can type messages back and forth during the call or record sessions for later review if necessary. 

Accounting Tools 

Accounting software solutions are essential for virtual assistants who handle financial transactions for their clients or employers. Popular accounting software solutions used by VAs include QuickBooks, Xero, and FreshBooks.

• QuickBooks is an industry-standard accounting solution designed specifically for small businesses providing features such as invoicing & time tracking, budgeting & forecasting, integrated payroll services, etc.
• Xero is another popular cloud-based accounting system with similar features plus additional ones such as mobile access & bank reconciliation.
• FreshBooks offers cloud-based invoicing & accounting services along with additional features like project tracking & client estimates, helping VAs manage their finances more efficiently.  

Online Payment Tools 

Online payment platforms provide added convenience when dealing with clients or customers when collecting payments or making purchases online. Virtual assistants’ most widely used payment platforms include PayPal, Stripe, Square, etc.

PayPal

PayPal is a secure online payment platform trusted by millions of users worldwide. With this, VAs accept payments from customers with just one click and support various payment methods.

Stripe

Stripe is a payment processing platform designed for online businesses. VAs can use this to accept payments from customers in more than 100 currencies quickly and securely.

Square

Square is an all-in-one payment platform that supports various types of payments, such as contactless, chip cards, Apple Pay, Android Pay, and more. VAs can also issue refunds with one click, track financial data in real time, and manage their accounts from any device.

Security Tools 

Security should be at the forefront of any virtual assistant’s mind when handling sensitive data, especially when working remotely over the Internet or via email exchanges. Security tools such as antivirus software, firewalls, and password managers are essential for personal use and when dealing with confidential client data over digital networks.

Tech savvy VAs should invest in security solutions from trusted vendors like McAfee, Symantec Norton, Avast, Kaspersky Lab, etc., depending on their needs ensuring maximum security when working digitally across multiple devices connected over various networks worldwide.

Analytics Tools 

The best tools VAs use for analytics today are Google Analytics, Mixpanel, and Kissmetrics. Each tool is well-suited for providing data-driven insights for various marketing and consumer behavior objectives.

• Google Analytics is the most widely used platform, offering a comprehensive suite of features to track website visits and assess user engagement across different channels. It also provides robust segmentation capabilities, allowing marketers to get granular insight into their target audience.
• Mixpanel is another popular option that enables you to create custom reports and analyze user actions at a very detailed level.
• Kissmetrics is similar in function but can be a bit more challenging to master due to its complexity. All three solutions offer excellent options for gaining actionable insights into user behavior. 

Social Media Management Tools 

Virtual assistants need to be able to manage their client’s social media posts efficiently and accounts to ensure maximum engagement with followers. Social media management tools provide a one-stop solution to schedule social media posts across multiple platforms.

They also help in tracking post performance metrics, automatically responding to comments and messages, and monitoring brand mentions and keywords in real time for different social media platforms. Such tools provide valuable insight into what works best with a target audience and help maximize the impact of any social media platform campaign. Some other uncommon social media analytics tools are BuzzSumo, Snaplytics, and Curalate.

Designing Tools 

When it comes to graphic designing, such as creating logos or infographics for various campaigns or projects, virtual assistants often require specialized tools like Adobe Photoshop. Adobe Photoshop is one of the best VA software tools for graphic designing. The most robust set of design tools available today, including layers, masking capabilities, and full image editing capability, makes it ideal for complex projects requiring detailed attention to detail. Other tools used by them are,

Canva

Canva, on the other hand, is much easier to use than Photoshop while still providing plenty of design elements, making it perfect for beginners who want a quick solution without having to learn complicated software first.

GNU Image Manipulation Program

GIMP is open-source software that allows users to create raster graphics while being free, making it a great resource when working within tight budgets.  

Video Editing Tools 

It can be one of the most time-consuming tasks faced by virtual assistants. However, several video editing tools can help make this process easier, from Adobe Premiere Pro and Final Cut Pro X down to iMovie, which can be used on Mac computers free of charge.

Adobe Premiere Pro

Adobe Premiere Pro has been around for decades now. Still, it continues to remain one of the top choices among professionals due to its expansive feature set, which includes multi-track audio editing capabilities as well as support for 4K footage resolution for truly stunning visuals when creating videos with high production value.

Pro X

Final Cut Pro X is Apple’s proprietary video editing software that offers an intuitive interface and powerful built-in effects like Color Grading.

iMovie

iMovie is perfect if you’re looking for a tool that will get basic jobs done quickly without needing any prior training or experience in video editing software.  

Audio Editing Tools 

Audio editing should be mentioned here since many virtual assistant tasks involve producing podcasts or voice recordings that need adjustments before they can be released online. For this purpose, professionals typically rely on solutions like Adobe Audition, Audacity, or Apple’s own GarageBand, depending on how sophisticated they need their audio files to sound after post-processing.

Adobe Audition is one of the more powerful options, offering features like multitrack recording so you can record layered tracks inside a single project file if needed. In contrast, Audacity tends to be simpler yet still provides the most basic features novice editors will find helpful. Finally, GarageBand contains plenty of loops and instruments you can use if you’re looking to create something from scratch instead.

Email Marketing Tools

Email marketing tools are essential to any virtual assistant’s toolkit in today’s world. By leveraging the power of automation, email marketing software allows VAs to send personalized emails to their contacts without needing to type out each message manually. Some of the email marketing tools for VAs in 2023 include MailChimp, AWeber, ConvertKit, and Drip.

With these tools, a VA can design beautiful emails with stunning visuals and engaging copy that captures their audience’s attention and drive conversions. These platforms also offer advanced features like segmentation, which helps target specific audiences with messages tailored to them; automated workflows, which enable a VA to automate tasks like sending welcome emails or thanking customers for their purchases; and analytics, which provide insights into how effective campaigns are performing. 

Cloud Storage Solutions

Cloud storage solutions make it easy for VAs to approach files from anywhere at any time. This is especially useful when collaborating with clients in different parts of the world. Popular cloud storage solutions that VAs use include Google Drive, Dropbox, Microsoft OneDrive, and iCloud.

Each of these services offers convenient features such as sharing files with others securely and syncing files across all devices connected to the account so that they are always up-to-date. Additionally, cloud storage solutions often come with additional features such as version control – allowing a VA to roll back changes made by other collaborators – and automated backups so that data is never lost due to hardware failure or human error.

Communication Platforms 

Communication platforms are essential tools used by virtual assistants as they provide an easy way for them to communicate with remote colleagues or clients who may be located in different parts of the world.

Email remains one of the most reliable methods used by virtual assistants due to its ubiquity and availability across any device, from desktop computers to mobile phones. Instant messaging applications such as Slack allow people in remote teams to collaborate quickly, while video conferencing services like Skype, Microsoft teams, or Google Hangouts are great tools for face-to-face meetings, regardless of location.

Voice Over Internet Protocol

VoIP technology enables virtual assistant professionals to communicate through an internet connection using headsets instead of landlines which offer better sound quality at a lower cost when compared to traditional telephony systems making them especially useful for international calls where applicable regulations allow them.

Hire A Virtual Assistant With Extend Your Team! 

Virtual assistants are a great way to streamline your business operations, reduce costs and increase efficiency. With the help of Extend Your Team, you can easily hire a virtual assistant to help you with calendar management, bookkeeping or accounting, graphic design, email marketing, and more. Our team will provide you with a personalized solution using all the software tools that are industry-proven and match your specific needs and requirements. We offer experienced and reliable VAs to help you get the job done right. Consult us today to get started!