What Is A Virtual Assistant?
According to the U.S. Chamber of Commerce, a virtual assistant is an individual who provides administrative services to clients while working from a remote location.
Virtual assistants are often independent, self-employed contractors, but they can also work with a virtual assistant agency.
A virtual assistant is a remote employee who completes various tasks to support an organization. Indeed mentioned a VA may specialize in certain types of tasks, such as social media management or administrative tasks.
Since virtual assistants work remotely, they rely on software and other tools to perform their duties and seamlessly communicate with clients. We have scoured the internet for the best virtual assistant software tools that get the job done for VAs.
Must-Have Software For Virtual Assistants
Communication Tools
An important factor that contributes to achieving an effective remote work environment is communication. In a virtual team, it is common to have team members living and working from different states, and sometimes even countries.
The utilization of communication and collaboration tools will aid in promoting professional and timely communication between virtual assistants and their clients. These virtual assistant tools allow any employee to be accountable and connected even if working from different time zones.
Best Communication And Collaboration Software:
Time Tracking and Project Management Tools
Virtual assistants are commonly compensated for the amount of time they have spent doing tasks. To accurately calculate the number of hours a remote employee has worked, time tracking and productivity tools are used.
Time-tracking tools are also essential for project budget planning since it provide data on the salaries of a remote team.
Best Time-Tracking Software:
Video Conferencing Tools
Due to the remote work setup of virtual assistant jobs, VAs regularly participate in online meetings. Free version and paid versions of video conferencing tools allow virtual meetings of multiple parties participating from different places.
According to Owl Labs, the main purpose of video calls and video chat is to help people connect regardless of their location.
Several activities can now be conducted online like team meetings, webinars, product demos, training support, andinterviews.
Some video conferencing tools also feature real-time messaging, and screen sharing, and integrate directly into Google Calendar for more efficient scheduling.
Best Video Conferencing Software:
- Zoom
- Google Meet
- Microsoft Teams
Appointment and Scheduling Tools
Virtual assistants are commonly responsible for organizing meetings and appointments of their clients. To correctly schedule meetings and plot other appointments, VAs may utilize scheduling software.
Remote workers can provide outstanding virtual assistance if they can systematize the appointments of their clients.
Best Scheduling Tool:
Accounting and Bookkeeping Tools
Each business is unique, making their needs and demands different from one another. Although businesses vary, a common thing among them is the need to organize their finances and books.
Specific virtual assistants have particular skills like bookkeeping and accounting. Combining the experience of a qualified VA and the power of accounting software, they can remotely perform basic finance duties like creating invoices, and tracking expenses.
Virtual assistants with a background in finance can identify the specific accounting needs of your business. For example, if you own a service business, you likely do not need to pay attention to whether an accounting product offers inventory management, while a gift shop probably does.
Best Bookkeeping and Accounting Software:
Password Management Tools
Companies and their employees need to practice precautions when creating login information. A smart strategy for security is to use unique and strong passwords for different platforms. The challenge arises when people forget their passwords.
According to an article published online by PC Magazine, password managers address the problem of forgetting passwords by generating new login information for every website the user visits. Outstanding password managers provide information if the user’s existing passwords are weak, reused, or have shown up in a data breach.
Studies suggest strong passwords are at least 20 characters long and include all the major character types like uppercase, lowercase, numbers, and symbols.
Best Password Management Software:
File Sharing and Document Management Tools
A virtual assistant routinely accesses various files through cloud storage. When working remotely, file sharing and storage tools are the cybersafe platforms. This virtual assistant software allows companies and business owners to store millions of files for remote access for a distributed team.
A major difference between recognized file-sharing tools and email attachments is security. Sending emails back and forth, and regularly downloading files can become a source of computer malware and virus. New file sharing and cloud storage platform prevents such problematic incidents from happening. Some tools are available for a free plan while others can be used with a paid plan.
There are several software in the file-sharing and document-management market, making it easy to find the right one for your daily use.
Best File Sharing And Document Management Software:
Social Media Management Tools
Virtual assistants are commonly responsible for handling multiple social media accounts and executing a social media strategy. To efficiently oversee several tasks involving digital channels, virtual assistants may utilize social media management tools.
Social media management tools can also help engage with the online followers of your business and analyze the performance of your content and strategy. Each social platform has a different user interface that may be challenging to navigate. The tools in our list can help any virtual assistant efficiently accomplish tasks like preparing social media posts and identifying online trends.
Best Social Media Management Software:
How To Acquire Tools For Virtual Assistants?
If you have employed remote workers for your business, it is important to be knowledgeable about the uses of different digital tools. Some software has a free version which can be easily downloaded from the web, while other programs offer access for a subscription fee. Depending on the specific needs of your business, you may acquire the necessary tools for the goals that you want to achieve.
A quick online search will land you on official websites where you can download various virtual assistant tools. If you are interested in a specific software, it is recommended that you research its interface, read reviews, and check the free version for yourself if it is user-friendly. Once you are convinced that the software can contribute to the organization and streamlining of tasks, you may proceed to pay the fee to access all the features of the software.
Premium Tools For Virtual Assistants come with a fee
Some virtual assistant tools like Google Workspace have a free version available for the public but they also offer premium access to those willing to pay a reasonable price. Commonly, virtual assistant tools that require payments offer the best services than free software.
Access to a project management tool, video conferencing tool, and other digital tools can have benefits for both the business owner and remote worker. A virtual assistant can better perform tasks and increase productivity when given access to essential resources like virtual assistant tools.
Are You Looking For A Qualified Virtual Assistant?
The job market is filled with hundreds of virtual assistant candidates. If you are interested in employing a talented and skilled VA but feel overwhelmed with the hiring process, you may contact Remote Raven.
Remote Raven works exclusively with remote workers from the Philippines. The agency has qualified recruitment agencies that will get involved in each stage of the hiring process. They will ensure that your business will find a match with the right professional virtual assistant.
Contact Remote Raven now!
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