So you have realized you are ready for a virtual assistant, your business is ready for additional support and you are ready to let go of the tasks that no longer move your business forward. Before you can begin to start looking for a virtual assistant, you need to ensure your business is ready and you have systems in place for your new partnership
Some items to consider:
- How will you communicate with your virtual assistant?
- How will you assign tasks?
- Have you created standard operating procedures for the processes in your business?
More than likely you haven’t. And, that okay. Most of my clients are brand new to hiring or outsourcing work so we work through those items together. One of the first steps to begin preparing your business is to have access to several tools that will allow you to work effectively together.
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Here is a list of virtual support tools for a successful virtual assistant business:
*note: I am only providing a list of tools that I either currently use or have used in the past and I highly recommend.
- Dropbox: This is perfect for sharing large amounts of files with each other, keeping all stock photos and vectors in one general location. Dropbox can sync with many apps and your computer. If your teammate updates a file it will then be automatically updated on for you as well. (Cost: free or $$$)
- Google Drive, Docs and Sheets: I use Google For Work which ensures my email automatically sync with all of my files. One of the main reasons I use Google Drive is the ability to seamlessly edit and collaborate with others on spreadsheets and other documents. (Cost: free or included in your Google for Work Subscription)
- Google Calendar: Yes, this is still an app from Google, however, it functions on a different level. Google calendar allows you to share an entire calendar with someone else, or simply create one time or recurring events with each other. (Cost: free or included in your Google for Work Subscription)
- Asana: I suggest you set up an Asana account pronto, this is the project management tool I use for each of my clients. Asana allows you to track tasks, update deadlines, create and manage projects. Asana can be used for general administrative tasks or for full website designs. If you love to “check” your tasks off the list, this allows you the same satisfaction (Cost: free or $$$)
- Zoom: In the real world, face-to-face meetings are a must, but you are working virtually with your VA so a web-based program is needed for those same “face-to-face” meetings. Zoom has the ability for multiple users to join in on the call and to record the meeting if needed. (Cost: free or $$$)
- LastPass: This program allows you to share your login credentials with your virtual assistant with a low-security risk and without your assistant ever knowing your passwords. Plus, if you have a habit of forgetting your passwords, this tool will combat that issue. PRO TIP: Download the browser extension for ease logging in and sharing your passwords. (Cost: free or $15+)
There are many more additional tools that are not on this list. Some of the tools you have in your arsenal may take the place of what is listed above and some may be a new feature. It is not the type of tool that is important, you just need a tool that will be effective during your partnership.