The Virtual Tools for Success as a Virtual Assistant

We live in a technological world which means we have a lot of tools, both online and offline, available for us to make life easier.

As a virtual assistant, you will be wearing many hats depending on what the company you work for needs you to do. You may do administrative work, bookkeeping, scheduling or social media. This seems like a lot and keeping organized may be difficult, but that is why knowing the right virtual tools for success can make a huge difference in what your life and your desk look like.

Meadows VA School came up with a list of the top virtual tools for virtual assisting success. Below we discuss the major ones that may be helpful to your virtual administration career.

Shared Drives

Google Drive is the major platform when it comes to sharing files these days and for good reason. You can create documents, excel sheets and power point all within the drive and share and collaborate with ease.

Most times, you will be working alongside your company to create, edit and finalize ideas and other forms of work. Being able to jump into a document, create it, send it and see others comments in one spot is so much easier than printing, emailing and waiting for a response. It also allows you to be a part of the project from start to finish.

Project Management

What used to be a multiple step process to delegate tasks can now all be done from one platform. Tools such as Trello and Asana can be used both on a desktop and on your phone and make organizing projects so much easier. Both allow you to communicate via the dashboard with all members of the project and you can also see progress in real time. Trello, for example, allows you to post who is doing what and as they move forward in the project they can move from “in-progress” to “completed” so you know who is doing what and at what pace.

You also can assign specific channels for each project you work on so you are collaborating with the right people for each specific project without confusion.

This has made group work so much easier and less of a hassle than emails, calls and in-person work, which as a virtual assistant can most likely not be done.

Social Media

You may not always be assigned social media work as a virtual assistant, but if you are you know it can get very scattered quickly. With so many platforms, it is hard to keep up with each Facebook, Twitter and Instagram post.

Luckily, tools such as Buffer and Hootsuite exist to make life a little easier. Before, you would have to wait all day to post at certain times which was a waste for you and the company you virtually assist. Now, scheduling platforms like the above stated have made it so you can go in once a week, schedule your posts and move on to other work.

The platforms allow you to write and schedule the times in which you want the posts to go up. Once a social media schedule is created, it is as simple as writing posts, picking a time and clicking the word “schedule.”


Powerpoints, social media posts, newsletters and mostly any other disseminated piece of work you may distribute as a virtual assistant needs some type of graphic.

There have been studies done that have proven that people engage more with photos than words, so breaking up paragraphs with graphics or pictures truly does help. Now, you don’t need to be a Photoshop Pro anymore or have any design skills thanks to tools like Canva.

Canva comes equipt with perfectly sized templates for whichever platform you may be working on a graphic for. You can find free, premade, graphics or try and be creative and come up with some on your own. It is as simple as dragging and dropping words, graphics and choosing a color or picture for your background.


Beyond simply communicating via Drive or Trello which is digital, you will need to speak with the company you virtually assist every so often, or even daily. What seemed like a far-fetched idea decades ago about virtual conversations are now a reality that we can utilize on both your computer and phone.

Skype and Uberconference make virtual conversations available at any hour so that you can speak with just voice or even with a video if you need to see others on your team and discuss.

Other platforms that can be used are Google Hangouts which can be used online or even on your phone if you have the technology. You are no longer bound to having to come into an office for a conference–which is also why the career field of virtual assisting has grown due to everything being available digitally–so you can feel like you are part of a discussion and in a room together without actually being in the room.

There are many other tools that are available for virtual assistants to utilize. For more information, visit Meadows VA School for their Startup Secrets.

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