Virtual assistant collaboration made easy: discover the top 5 essential tools

Working with a virtual assistant (VA) can be a game-changer for your business. Not only will outsourcing some of your work increase your flexibility and free up your time, but it can also help your small business grow!

But how do you work effectively with a virtual assistant? Look no further! In this blog post, I'll introduce you to 5 essential tools that will help you communicate effectively, share files securely, manage projects, and collaborate seamlessly with your VA.

1. Google Workspace

Google Workspace is Google's equivalent of Microsoft Office and provides a variety of tools, including cloud storage, content editors, and a video conferencing platform. Ultimately, the choice between Google Workspace and Microsoft Office will depend on personal preference, but having worked with both, Google Workspace gets my vote for collaboration and flexibility!

Some of the ways I make use of Google Workspace are:

a. Storing and sharing files

Google Drive is a cloud-based storage system that lets you store, share, and access files from anywhere. This means that both you and your VA can easily work from any location and share large files that can't be sent via email.

You can also manage file permissions and access levels, ensuring your files remain safe and secure.

b. Collaborating on work

Google Docs, Sheets, Slides and Forms allow you to create and edit documents, spreadsheets, presentations and forms from any location.

You and your VA can work on a document at the same time, making edits and comments that can be seen instantaneously from the others device. This ensures you’re always on the same page and saves you the hassle of sending files back and forth. Collaboration couldn’t be easier!

c. Scheduling appointments

Google Calendar is a digital calendar that can be used to schedule appointments and events. Although a free version is available to all Google users, Google Workspace gives you access to additional functionality, such as setting an out-of-office and recording meeting notes.

You can share your Google Calendar with your VA and with the right permissions, they can schedule your appointments, set reminders, and create recurring events for you keeping you super-organised.

d. Holding video calls

Google Meet is a video conferencing platform that allows you to hold video calls with your VA. As your VA works remotely, this is a great way to catch up with each other regularly face-to-face and build a great relationship. It’s almost like you’re working in the same office together, but you could be anywhere in the world.

Plus while on a video call, you can share your screen and record meetings for future reference which negates the need for meeting notes!

2. Slack

Slack is a popular team communication and collaboration platform that allows you to communicate in real-time with your VA and reduce the need for emails.

The key features include:

a. Creating channels for different projects

Channels in Slack are a great way to organise conversations and files by project or topic. You can create a channel for each project and invite your VA, together with everyone else involved in the project, keeping conversations and files organised and easy to find and refer back to.

b. Using direct messaging for quick chats

Direct messaging in Slack is a great way to have quick chat with your VA (much like sending them a text or messaging them in WhatsApp). You can send a direct message to ask a quick question or provide feedback without creating a new channel or resorting to email. Anything that helps reduce email is good in my book!

c. Sharing files and documents

Slack allows you to quickly and easily share files and documents with your VA. You can drag and drop files into a channel or direct message, and your VA can access them immediately. This can be a great way to share important documents or collaborate on files in real time.

d. Integrating other tools

Slack can integrate with other tools like Trello and Google Drive, allowing you and your VA to access files and tasks from within Slack. You can also set up notifications for new tasks or updates so you never miss an important message.

3. LastPass

LastPass is a password manager that allows you to share passwords and other sensitive information with your VA securely. You can choose to allow your VA to view the password but not edit it, or you can allow them to edit the password if you want them to update it periodically.

The main features of LastPass are:

a. Creating a shared folder for your VA

In LastPass, you can create a shared folder and add your VA to it. This allows them to access specific passwords for your accounts without giving them access to all your private information.

b. Generating secure passwords

LastPass has a built-in password generator that can create strong, unique passwords for your accounts. You can use this feature to generate passwords for both you and your VA to use, ensuring that all your accounts are secure. Plus you only ever need to remember one master password to access all of your other passwords! Never forget a password again!

c. Sharing other sensitive information

LastPass can also be used to share other sensitive information with your VA, such as client addresses or confidential files and notes, ensuring that highly sensitive information is safe and protected.

4. Loom

Loom is a video messaging platform that allows you to record, share, and store videos, making it easy to communicate with your VA.

Some effective uses for this platform include:

a. Recording quick video messages

Loom allows you to record videos up to 45 minutes long, but it's rare you'll ever have to send such a drawn-out message. Instead, use it to quickly provide feedback, explain a task, or share a new idea with your VA. 

b. Creating tutorials or training videos

If you need to explain a process or tool to your VA, Loom can be a great way to create tutorials. You can simply record your screen with a voice-over and walk your VA through how to use new software or how to complete a new task. 

This saves you the time of writing detailed instructions and means your VA can have a clear visual of the task they are trying to perform which they can refer back to at any time.

TOP TIP: Every time you complete a recurring task, ask yourself if YOU need to be doing it, or if it’s something you can hand over to your VA. If it is, simply complete the task one last time, record the process as you work and then hand it over to them. The handover process has created no extra work for you and you’ll never have to complete that task again!

c. Sharing videos on other platforms

Loom lets you share videos directly in Slack, Trello, or other communication platforms. This can be a quick way to share feedback or updates with your VA without having to send another dreaded email.

5. Trello

Trello is a project management tool that allows you to organise tasks and projects on a virtual board. I find it incredibly useful for keeping track of any projects I'm currently working on or those I may have to refer back to in the future.

To get the most out of this tool, I suggest you try:

a. Creating boards for different projects

In Trello, you can create a board for each project. Once you invite your VA to join the board, they can access it from their own Trello account. This helps keep all the information for each project in one place and makes it easy to collaborate on specific tasks.

b. Using lists and cards to track tasks

You can create lists and cards on each board to help track and prioritise tasks. For example, I use lists to categorise cards (tasks) as ready to be worked on, in progress, or completed.

Each card within these lists can be given a due date and label to help you prioritise and keep track of the tasks. You can then assign your VA to any relevant cards and see their progress at a glance as they move the cards from one list to another.

c. Communicating with ease

Trello lets you add comments to cards, making it easy to communicate with your VA on particular tasks. You can provide feedback, ask questions, or clarify instructions, and be assured that all communication related to a task is quick and easy to find.

d. Integrating Trello with other tools

Trello offers a variety of Power-Ups that allow you to integrate with other tools like Google Drive, Slack, Loom, and more. You can use these integrations to access files and communicate with your VA from within Trello.

These 5 tools offer far more features than I can cover in this blog post, but I hope this introduction will encourage you to explore them further and help you collaborate seamlessly with your VA. Having tried and tested numerous tools while working with my own clients over the years, these have become my go-to essentials.

TLDR: Collaborating with your virtual assistant is easier when you have the right tools. Consider using Google Workspace for real-time file collaboration, Slack for messaging, LastPass for secure password sharing, Loom for video messaging, and Trello for project management.

If you're looking for a virtual assistant to support your business, I can help! My team of experienced VAs can provide the support you need to grow your business and achieve your goals. Get in touch today to learn more.

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