Top 10 Tools for Working with a Virtual Assistant

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When hiring a virtual assistant, you must start using various tools to both maintain as well as take your business to the next level. There is little, if any point on having to collaborate constantly with your virtual assistant, as this ends up taking more of your time than before, thus various tools can come in handy.

Not only will it help with productivity and communication, but it can also contribute to the marketing of your business as well as your peace of mind. There are various tools that will optimise your business performance, streamline your workflow, and help you make the most out of every minute of every day, however, we have selected the 10 tools that we highly suggest you get before recruiting your virtual assistant.

The below tools will ensure seamless collaboration with your virtual assistant.


Imagine saving all your documents to your computer and it all gets wiped by mistake? All the hard work you have put in is all gone! This can be very devastating. Dropbox serves as a great backup system should you ever need it.

This popular tool also allows for easy sharing of all documents. You simply send the Dropbox link to your virtual assistant, and they will be able to download only the files attached to that link. By creating a shared Dropbox folder, you will be making both yours and your virtual assistants life a lot easier.

Google Apps for Work

Not only does Google make research a breeze, but they also offer professional email, online storage, shared calendars, video meetings and more. This is a great tool to install, as you will be able to share and collaborate securely, with all items being backed up.


OneNote is a great free-form that can be used for information gathering and multi-user collaboration. You are able to save all notes, handwritten or typed, design screen clippings and audio commentaries to this platform. This is a great tool for meeting minutes which is accessible to your network or you can share it with a OneNote user.


Do you have porridge brain most times forgetting login details? This tool will help to save all that information and easily accessible. LastPass also allows you to share passwords and login credentials with your virtual assistant. The great thing about this tool is that you don’t have to share the password’s information as it will be masked, but they can use it. This reduces your security risk, however, this tool is not 100% secure, as a dedicated programmer will be able to gain access to your passwords. It is, however, a great tool to use to share passwords without having to type it out in a lengthy email.


This is a very simple free project management tool. Basecamp will help you to keep on top of everything with your virtual assistant, as both parties are able to upload files, schedule and create tasks list that is easily able to be assigned to various people. Basecamp’s calendar helps to remind all of the tasks due and what is expected for months to come. Your virtual assistant can simply add their work to Basecamp before submitting it for your perusal.


Asana is very similar to Basecamp being a project management tool. Asana is an efficient tool as you are able to create various project boards and assign any tasks to those using the tool. The usage of boards will help you to see what is needed and what has been completed. You are able to upload links, edit, add files and so much more using this platform. Asana also includes calendars, thus helping you to manage tasks and time.


As a virtual assistant cannot be present for quick office chats or meetings, Skype is a great tool to use to keep in touch and chat face-to-face. You can use Skype to schedule a group or individual meetings by using the conference call option. Skype is also a great tool for instant messaging to stay in contact and message whenever you need a quick response. The great thing about Skype is that you are able to share screens, and exchange text links or other relevant information. And if ever you need a recap of the call, Skype allows you to record the session to keep your minutes.


As your virtual assistant will not be based near you, it’s a great idea to install DocuSign. This will allow the virtual assistant to send contracts and confidential documents to clients to be signed, and this then automatically saves to an e-filing system, which saves you the hassle of printing, faxing, and waiting for the mail.


Do you need Greeting cards or invitations designed? Well, Canva is the perfect free tool for this! You are able to design various things for different social media platforms too. With Canva you’ll be able to create eye-catching and professional graphics. The great thing is that you don’t need any design experience!


As a virtual assistant will be sending emails more often than none, it is a great idea to have them install Grammarly to their computer. Grammarly will ensure that all emails are professional and free from any errors. Grammarly helps to correct spelling mistakes, sentence structure and any grammar mistakes.

With all this in mind, remember that hiring a virtual assistant won’t be much of help if you do not have these tools to collaborate with. These tools are designed to make life easier, by saving you and your virtual assistant time and making your lives more efficient.

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