{"id":4459,"date":"2019-03-24T23:45:30","date_gmt":"2019-03-24T23:45:30","guid":{"rendered":"https:\/\/generaltranscriptionworkfromhome.com\/blog\/?p=4459"},"modified":"2024-05-05T15:06:59","modified_gmt":"2024-05-05T15:06:59","slug":"top-10-tools-for-virtual-assistants","status":"publish","type":"post","link":"https:\/\/generaltranscriptionworkfromhome.com\/blog\/top-10-tools-for-virtual-assistants\/","title":{"rendered":"Top 10 Tools for Virtual Assistants"},"content":{"rendered":"\n

These tools can help you make money as a virtual assistant and will make your work easier and more efficient.<\/strong><\/p>\n\n\n\n

    \n
  1. Track Time, Send Invoices, and Manage Expenses with Ease.<\/li>\n\n\n\n
  2. The All-In-One Communication Tool Every VA Needs.<\/li>\n\n\n\n
  3. Effortless Collaboration with Shared Folders.<\/li>\n\n\n\n
  4. End Password Management Nightmares with Lastpass.<\/li>\n\n\n\n
  5. Plan Your Time More Effectively With Shared Calendars.<\/li>\n\n\n\n
  6. Save Time with Social Media Tools.<\/li>\n\n\n\n
  7. Use Text Expanders<\/li>\n\n\n\n
  8. Proofread Your Writing with a Spelling and Grammar Checker.<\/li>\n\n\n\n
  9. Outsource Some Tasks.<\/li>\n\n\n\n
  10. Web design, graphic design, and social media tools.<\/li>\n<\/ol>\n\n\n
    \n
    \"275<\/a><\/figure><\/div>\n\n\n

    Check out this list of 275 services you can offer <\/a><\/strong>
    as a virtual assistant to learn more! <\/a><\/strong><\/h3>\n\n\n\n

    1. <\/a>Track Time, Send Invoices, and Manage Expenses with Ease<\/strong><\/h3>\n\n\n\n

    While you can track time using any timer app on your smartphone or even just a simple kitchen timer, and invoicing via PayPal is quick and easy, there\u2019s an all-in-one solution that makes this task even easier: FreshBooks<\/a>.<\/p>\n\n\n\n

    Creating Projects, Invoices, and Estimates<\/strong><\/p>\n\n\n\n

    With a FreshBooks<\/a> account, you can create projects, record time worked via their handy desktop app, track related expenses, and fire off an invoice when the project is complete.<\/p>\n\n\n\n

    Of course, you can also create an invoice in advance, if you require payment before the work begins. FreshBooks is flexible enough to handle just about anything you need.<\/p>\n\n\n\n

    As a virtual assistant, you likely have a variety of tasks you do that have a package rate. Maybe you write articles or edit ebooks or create graphics. Each of these items has a set fee attached, and FreshBooks<\/a> makes it easy to add these items to an invoice or project by allowing you to track your package pricing and add items to an invoice or estimate later.<\/p>\n\n\n\n

    Speaking of estimates, FreshBooks also allows you to create proposals for large projects such as website design work. Create your estimate, email it to your client, make changes if requested, and when the project is done, you can easily turn your estimate into an invoice. You can do all this within FreshBooks<\/a>, so you don\u2019t have to worry about lost paperwork or misunderstandings.<\/p>\n\n\n\n

    Make Tax Time Easy<\/strong><\/p>\n\n\n\n

    Other systems make tracking time and getting paid far too complicated.<\/p>\n\n\n\n

    Quickbooks is a favorite of accountants but you need to know what expense categories are or how to use them. And compiling the various information, including expenses, payments, PayPal fees, and other miscellaneous items is time-consuming and frustrating.<\/p>\n\n\n\n

    With FreshBooks<\/a>, all your information is together in one place, and with the click of a button, you can generate a variety of reports that makes tax time far less taxing.<\/p>\n\n\n\n

    Find out the difference:  FreshBooks vs. QuickBooks.<\/a><\/strong><\/p>\n\n\n\n

    Let\u2019s face it \u2013 bookkeeping is not something most of us love. It\u2019s time-consuming, and while we\u2019re doing our bookkeeping, we\u2019re not making money. FreshBooks<\/a> makes keeping track of time and getting paid easier and faster, so you can get back to work. Not only that, but you\u2019ll find many of your clients are familiar with Freshbooks and find it easy to work with as well.<\/p>\n\n\n\n

    \"freshbooks<\/a><\/figure>\n\n\n\n

    NOTE: I  recommend using PayPal to accept payments online. It's the most used online payment method. And the people paying you don't have to have a PayPal account to pay your invoices with PayPal.  They just need to have a credit card.<\/p>\n\n\n\n

    2. <\/a>Effortless Collaboration with Shared Folders<\/strong><\/h3>\n\n\n\n

    Managing a project that requires a lot of back and forth of files is a harrowing experience. Email works for the first round or maybe two, but after that, it quickly gets out of control. You\u2019re working on version “C” while your client is already on version “E” and soon important revisions and notes are lost.<\/p>\n\n\n\n

    A better way to work from a single document is to simply add files to a shared folder. This way, as you or your client make changes, they\u2019ll appear in real-time, leaving no doubt about which version anyone has, or what changes were made when.<\/p>\n\n\n\n

    There are several players in the folder-sharing market, making it easy to find one that will work not only for you but for your clients as well.<\/p>\n\n\n\n

    Dropbox
    <\/strong>    https:\/\/www.dropbox.com\/<\/a><\/p>\n\n\n\n

    My favorite shared folder system is Dropbox. The simple setup and generous amount of free storage space make DropBox a top choice for many people even if sharing files isn\u2019t on their minds.<\/p>\n\n\n\n

    If you work from multiple computers, need access to files on your mobile phone or iPad, or just want the extra security of knowing your important documents are backed up in “the cloud” then Dropbox is a good option.<\/p>\n\n\n\n

    The free version includes 2 GB of storage space which is plenty to get you started. You can also upgrade to 100GB for around $10 per month.<\/p>\n\n\n\n

    TIP: You can earn more space by referring friends, Tweeting about Dropbox, and connecting other applications. <\/p>\n\n\n\n

    A successful referral will only count if your friend signed up and downloaded DropBox on their machine.<\/p>\n\n\n\n

    Google Drive (Formerly Google Docs)
    <\/strong>    https:\/\/www.google.com\/drive\/<\/a><\/p>\n\n\n\n

    Google has its own document-sharing system. Google Drive works similarly to Dropbox in that you can view your files in a folder on your computer. However, opening a file requires a web browser and the use of Google Apps. If you want to edit a spreadsheet in Excel, you\u2019ll have to download it first.<\/p>\n\n\n\n

    Google Drive offers more free space than Dropbox does, starting with 5 GB. Upgrades are less expensive as well, with 100 GB available for just $5 per month, compared to Dropbox\u2019s $10 fee.<\/p>\n\n\n\n

    One noteworthy difference between Dropbox and Google Drive is how files are stored. With Dropbox, files exist both on your computer and in the cloud, meaning you can work on them without an internet connection. As soon as Dropbox detects a change to a document, it synchs the new version with that on the Dropbox server. If you and your client are both working on a file at the same time, this can result in a “conflicted copy” showing up in your Dropbox.<\/p>\n\n\n\n

    Google Drive is different in that only one copy of each file exists. When you\u2019re working on a file, you\u2019re actually editing that file on Google\u2019s server. You can see this in action if you have a file open that your client is working on \u2013 you\u2019ll be able to watch as your client makes changes.<\/p>\n\n\n\n

    There are a variety of other file-sharing services available as well, and your clients may have their own preferences, so you\u2019ll likely use several in your business. But to start out, Dropbox and Google Drive offer a simple solution for collaborating with others or just sharing files between computers.<\/p>\n\n\n\n

    3. <\/a>The All-In-One Communication Tool Every VA Needs<\/strong><\/h3>\n\n\n\n

    The phone rings and you run to grab it before your toddler can get to it. After all, it might be a client or a potential client.<\/p>\n\n\n\n

    This is the problem with publishing your phone number on your website. Yet many virtual assistants find that offering a phone number increases inquiries. Having a separate office line is one solution but it costs money.<\/p>\n\n\n\n

    Another solution? Skype.<\/p>\n\n\n\n

    You\u2019re likely used to using Skype to chat with friends, IM with colleagues, and perhaps talk to online clients as well. But did you know you can use Skype as a phone replacement?<\/p>\n\n\n\n

    Skype offers two types of services: Incoming and outgoing phone calls, and you can purchase them together or separately for maximum flexibility.<\/p>\n\n\n\n

    Make Phone Calls<\/strong><\/p>\n\n\n\n

    If you need to call out to clients or others and don\u2019t want to reveal that number to the public, then Skype credit is just the answer. Purchase a monthly or annual subscription or a pay-as-you-go plan depending on your needs.<\/p>\n\n\n\n

    With Skype credit, you\u2019ll have the ability to place calls to either cell phones or landlines right from your Skype app. They also have international call options available for a variety of countries starting as low as one cent per minute.<\/p>\n\n\n\n

    Accept Incoming Calls<\/strong><\/p>\n\n\n\n

    Want to publish your number on your website and answer it at your desk? The answer is to get a Skype number<\/a>. For as little as $30 per year, you get your own phone number that rings right to your Skype desktop or mobile app. You don\u2019t have to reveal your home or cell number, and you don\u2019t have to worry about anyone else in the house answering your calls, taking messages, or tying up the line.<\/p>\n\n\n\n

    When you sign up, you\u2019ll have your choice of available numbers, so you can choose one that\u2019s easy to remember and that shares your area code.<\/p>\n\n\n\n

    Combine with Google Voice for ultimate flexibility.<\/strong><\/p>\n\n\n\n

    Having an office number is nice, but what if you\u2019re not in the office? A Google Voice<\/a> number (available only in the United States) will allow you to control your incoming calls. You can forward your calls to your Skype number when you\u2019re at your desk, or to your cell phone when you\u2019re out of town. A Google Voice number also gives you the ability to block certain numbers, send others right to voice mail, or forward some to your home phone and everything else to your Skype number. You can even set a call schedule, so you only receive incoming calls during business hours.<\/p>\n\n\n\n

    Google Voice is free, and like Skype, you can choose your own number. You can also use Google Voice as a stand-alone solution, and make outgoing calls right from your Gmail account.<\/p>\n\n\n\n

    Having a phone number on your website helps visitors feel more secure, but publishing your home phone isn\u2019t always a good solution. With Skype and Google Voice, though, you can have the convenience of an office phone without the high costs.<\/p>\n\n\n\n

    NOTE: Zoom is now very popular too.<\/p>\n\n\n\n

    4. <\/a>End Password Management Nightmares with Lastpass<\/strong><\/h4>\n\n\n\n

    As your virtual assistant business grows, you\u2019ll have to manage dozens or maybe even hundreds of passwords. Client websites, shopping carts, email providers, hosting accounts, and nearly everything else you need to do for your clients \u2013 and your own business \u2013 will require a password.<\/p>\n\n\n

    \n
    \"manage<\/a><\/figure><\/div>\n\n\n

    Keeping track quickly becomes overwhelming if you try to manage with a paper notebook or other list-type systems. Not only that, but most password management tools \u2013 whether those you create yourself or those your computer helpfully offers \u2013 are incredibly insecure.<\/p>\n\n\n\n

    How LastPass Improves Security<\/strong><\/p>\n\n\n\n

    Do you keep your passwords in a spreadsheet or \u2013 even worse \u2013 in your browser? By managing sensitive information with these unencrypted tools, you risk exposing it to the world. Imagine how much time and money would be lost if your passwords were compromised and your website (or that of a client!) were hacked! That\u2019s the risk you take if you\u2019re not taking steps to protect the passwords you use.<\/p>\n\n\n\n

    In addition, when you use a password manager such as LastPass, you can easily generate rock-solid, random-character passwords. LastPass remembers them for you, so there\u2019s no need to try to be clever about creating passwords you can easily remember or type. Since long, random passwords are much more difficult to hack, this feature alone is worth the switch to LastPass.<\/p>\n\n\n\n

    Easy Password Sharing<\/strong><\/p>\n\n\n\n

    Here\u2019s where LastPass really shines. They make it easy to share passwords with one another, so your client can quickly give you all the passwords you need without sending them via email (a huge security risk). Even better, they can choose not to reveal the password to you, which means extra security for them. Plus, they can revoke your access to the password at any time, leaving you unable to log into their accounts.<\/p>\n\n\n\n

    The same is true if you\u2019re outsourcing some of your tasks. For example, if you hire a web designer to rebuild your website, you can share your hosting account logins with him temporarily, then revoke access when the job is done. In fact, with the latest version of LastPass, you can even share entire folders of passwords, so it\u2019s easy to put all the necessary access credentials in a single folder, share that, and everything your designer needs is in one place.<\/p>\n\n\n\n

    Free and Low-Cost Plans<\/strong><\/p>\n\n\n\n

    The free plan is more than adequate for most users. If you\u2019d like to use LastPass on your mobile device or have the ability to track logins, you can upgrade to a premium account for just $3 per month or $12 per year. An enterprise account offers even greater advantages but is overkill for most virtual assistants.<\/p>\n\n\n\n

    Security online is critical to your business's success and reputation \u2014 especially when you\u2019re dealing with client websites and other accounts.<\/p>\n\n\n\n

    LastPass makes it easy to keep client records safe, and because it\u2019s so easy and fast, you\u2019ll find you rely on it not only for its safety but for the convenience of one-click logins everywhere.<\/p>\n\n\n\n

    Check out LastPass at https:\/\/www.lastpass.com\/.<\/p>\n\n\n\n

    5. <\/a>Plan Your Time More Effectively With Shared Calendars<\/strong><\/h4>\n\n\n\n

    We\u2019ve all been there\u2014stretched too thin, with more work than we have time, and suddenly an important deadline is missed. And if you\u2019re a busy VA with lots of clients, that might happen more than you like, unless you have a trusted system for tracking due dates.<\/p>\n\n\n\n

    Google has the answer for you: Shared calendars.<\/p>\n\n\n\n

    All Your Important Appointments in One Place<\/strong><\/p>\n\n\n\n

    Few things are a bigger time-suck than having to check and reconcile multiple calendars and apps just to see what\u2019s on task for the day. When clients use different project management systems to record their deadlines, it can be challenging to remember to log in and check on your due dates.<\/p>\n\n\n\n

    But Google calendars synch with any app that creates an iCal feed, so you can easily \u201csubscribe\u201d to your task lists and have them appear all in one place.<\/p>\n\n\n\n

    Not only that but by sharing a calendar with clients, you can see what projects and appointments they have in the works as well, so you can plan accordingly. If your client is presenting at a telesummit, for example, you\u2019ll know ahead of time and can keep that in mind when scheduling her social media or creating blog posts.<\/p>\n\n\n\n

    Time Blocking Ensures Critical Work is Completed On Time<\/strong><\/p>\n\n\n\n

    Aside from knowing what\u2019s on everyone\u2019s schedule for the coming days and weeks, a calendar is a fantastic tool to help ensure all your important work is done. By setting aside time in your day to actually complete projects using a system known as time blocking, you\u2019ll know exactly when you can get to that next project. No more guesswork or late nights trying to catch up when you overbook yourself.<\/p>\n\n\n\n

    Time blocking works by actually setting appointments with yourself. If you have a project to complete, and you know it will take you two hours to do, you make an appointment. The key though, is that these appointments are sacred. You cannot use time blocking as a suggestion, you have to treat it as an unbreakable appointment, otherwise, it becomes just background noise that you\u2019ll ignore.<\/p>\n\n\n\n

    Set your \u201cappointments\u201d with a reminder (either a pop-up or an email) and you will always know what to do next., and you\u2019ll find that you\u2019re much more productive and efficient, too.<\/p>\n\n\n\n

    Access Anywhere for On-the-Go Productivity<\/strong><\/p>\n\n\n\n

    Not in your office? No problem. Google calendars are available at any time from any of your devices, so you\u2019ll always know what\u2019s happening. Unlike printed planners, you won\u2019t have to remember to take it with you, and you can check appointments and tasks not only for yourself but your clients as well, no matter where you are.<\/p>\n\n\n\n

    A calendar is a basic tool that every productive virtual assistant should master. Sharing calendars with your clients will make your job easier (and make you a superstar in their eyes), but you have to make use of it. Getting in the habit of using a calendar can be a challenge. If you\u2019re not accustomed to it, then make it a point to check your calendar first thing in the morning and the last thing at night. Set reminders for yourself if necessary, until it becomes a habit. You\u2019ll soon find that you truly cannot live (or work) without your calendar.<\/p>\n\n\n\n

    6. More Productivity Tools<\/strong><\/h3>\n\n\n\n

    Evernote<\/a><\/strong> is a note-taking application that allows you to create and share notes. You can use Evernote on your desktop, mobile phone, and in your web browser. You can be more organized by having all your notes in one place.<\/p>\n\n\n\n

    \"example<\/figure><\/div>\n\n\n\n

    I recently switched from Evernote to Trello! <\/strong>Trello <\/a>doubled my productivity, seriously. Trello helps you do your daily, weekly, and monthly tasks. You can view your to-do tasks in a Trello calendar and know exactly what you need to do today. You can clearly see what you have to do and when you have to do it. Each task has a deadline. A task that is done is green. If you're late doing a task, it turns red. Create a Trello board for your to-do tasks and projects. It will make a huge difference in your productivity. Check out Trello here.<\/a><\/p>\n\n\n\n

    7. Text Expanders<\/strong><\/h3>\n\n\n\n

    Text expanders can save 60% or more of your typing time. Read more about text expanders<\/a> here.<\/p>\n\n\n\n

    8. Proofread Your Writing With a Spelling and Grammar Checker <\/strong><\/h3>\n\n\n\n

    You don't want to lose credibility and clients by making mistakes. It's crucial that you use correct grammar and punctuation in all your communications with prospects and clients.<\/p>\n\n\n\n

    Grammarly<\/a> is the best online spelling and grammar checker. It detects grammar, spelling, punctuation, word choice, and style mistakes as you write Word documents, emails, and content on your website or social media.<\/p>\n\n\n\n