Working with a virtual assistant is both convenient and beneficial. It’s one of the most effective business solutions which allows you to increase your productivity.
It also has its own set of challenges, such as monitoring the performance of your virtual assistant.
As an employer, you need to use quantifiable metrics to best assess your VA’s productivity. Today we’ll look at 15 tools that could help you do just that.
15 VA Tools You Have To Consider Using
These can take care of everything including tasks that get a VA to schedule social media posts and to keep track of time. And many of them have a free version available.
1 – Hubstaff
Hubstaff is a great platform for time tracking. In fact, not only does it keep track of the time spent by your virtual assistant but also her activity, such as mouse clicks and keyboard strikes.
It also takes random screenshots so you can see what he or she’s working on. Hubstaff provides reports and timesheets to employers. These can be tied to PayPal, so you can pay your virtual assistant based on the time report.
It also has a team dashboard where you can have an overview of the projects your team is working on.
You can also see in the dashboard which of them are online and the tasks they’re doing.
2 – Trello
Trello is a sleek online organiser that allows you to keep track of everything from the smallest tasks to the biggest projects. Its brilliant “cards” system gives you the big picture at a glance.
You can write notes, add a checklist, and attach files to these cards.
You can place those cards under specific lists to monitor the progress of your virtual assistant, categorise your projects, or simply organise your workday. The cards consist of a front and back part.
The front part consists of icons that give you a quick overview of the contents of that card. The back part gives you the full information such as project details, comments, deadlines, attachments, and so much more.
3 – Velocity
Velocity is one of the main features of Pivotal Tracker, which is a project management software. Velocity is like a speedometer that measures how fast it took your VA to finish your task.
It predicts if you’ll be able to finish your project on time based on the rate you’re going. Using this feature, you can adjust deadlines or involve more people to work on the task to make sure that you finish it on time.
You can also override the velocity and explore hypothetical scenarios before returning the velocity to its original values. No one else can see overridden velocities except you.
4 – Slack
Slack is one of the most popular virtual assistant software tools on the market. This piece of software is aimed at replacing the need for email within a company. Slack has channels that are topic-related group chats.
Using Slack is straightforward as it has allowed your virtual assistants to communicate far more effectively with people within your organisation. Using this virtual assistant software allows management to include virtual assistants in any topics they need to be aware of without clogging up their email inbox.
With Slack, you can contact your virtual assistants directly through the software; you can also get a document or file sent to you when you are in an out-of-office business meeting. Video calls can be made if you need to speak to the person directly.
5 – Flock
Flock works pretty much in the same way as Slack in that you can involve your virtual assistants in online conversations. Like other project management tools and tools for virtual assistants, it allows the user to increase their productivity.
When dealing with a project management system, Flock allows the virtual assistants to send and pick up voice notes and create to-do lists and also enables the users to set scheduled reminders, which are useful in the fast-paced business environment.
It’s great for triggering urgent work requests like updating social media accounts with a bisiness news item.
6 – Zoom
Pretty much everyone has heard of Zoom, thanks in no small part to its worldwide use by consumers and businesses during the global pandemic.
This video conferencing software allows you to conduct virtual meetings, business or otherwise, with anyone who also has access to a Zoom account.
It is regarded as one of the leading tools for virtual assistants thanks to having the functionality to perform video webinars and group chats, and it also has virtual conference rooms.
All video is in high definition with clear audio and recording. Screen sharing for your virtual events is also possible.
It is regarded as a good project management tool due to it having advanced features, such as passcodes, waiting rooms, along with a user ID system.
7 – Microsoft Teams
Microsoft Teams is one of the best virtual assistant software platforms used by businesses worldwide.
Previously known as Skype for Business, it can handle basic tasks such as video/audio calls and also provide online tools to schedule meetings. Many large and small businesses already use the Microsoft ecosystem, so integrating Microsoft Teams is simple. It also has seamless file sharing capabilities.
The WhoBot makes Microsoft Teams stand out from other software tools. This allows your VA to find out any information needed about anything related to your company.
8 – Chanty
Chanty is used in a slightly different way from other tools on this list.
Your VA can import data and message history from tools like Flock and Slack. This means that it is far easier to switch between using the three different platforms when needed.
This software is compatible with a whole host of well-known apps, which allows you to deal with your social media management far easier.
Making social media posts is easier as it has faster file transferring and a higher storage capacity. Another excellent feature with Chanty is your ability to search for archived messages and data you may need more quickly than with other social media management tools.
9 – Google Meet
Google Meet is a great tool used for holding audio and video calls when your virtual assistant business wants to contact a video conference. The software replaced Google Hangouts.
It is easy to have online meetings with people outside your own business as Google Meet makes it easy to launch calls at the time you need to. It also allows file sharing; you can record and also share your screen or links you have.
It is seen as one of the best tools for video conferencing due to having the ability to add real-time captions to video calls. This is done through unique software-generated programming, which is only available in the google workspace.
10 – GoToMeeting
GoToMeeting is also known as just GoTo. The aim is for the software platform to be your go-to solution to all your video conferencing needs. This service is web-hosted and is created by LogMeIn.
Small business owners can carry out team meetings with GoToMeeting thanks to it having desktop sharing capabilities. With GoTo, you can connect to work colleagues, customers, and potential clients via the Internet in real-time, which makes it perfect for small businesses.
11 – Google Calendar
We all like something that is free, right? Well, Google calendar comes free with your Gmail address. Most businesses enjoy using google calendar as it is seen as one of the leading time tracking tools available.
G Suite brings you this free tool to make all your scheduling headaches disappear.
You can use this tool to manage your business and personal diary. Your virtual assistant will find this software easy to use when they are managing your schedule. It allows you to prioritise the tasks you want your VA to help your business run smoothly.
It is easy to pick out which events are which, thanks to the colour-coded system Google Calendar provides. You can also share your calendar with other people, and it links in with Google drive and Google Docs, which are also free tools.
12 – Calendly
Calendy is widely regarded as a highly popular online scheduling tool which allows you or your VA to arrange meetings with people in different time zones easily.
By sending your client your Calendy link, it allows them to book a time and date that is suitable for all. Calendy is displayed in whichever time zone the recipient is based in and shows your availability in their time.
This software also has features such as daily meeting limits, time buffers, and scheduling notice. Another nice feature is Calendy’s ability to process Paypal and credit card payments.
This means that it can automatically track income from sales from payments received.
13 – Asana
Using Asana may take a bit of getting used to if you are using it for the first time, but the free version has plenty of handy features.
Like other task management and scheduling tools, it allows you to organise your time in a way that suits your business needs. The free plan enables you to assign different tasks to each Asana user while still protecting any sensitive information from your team.
Like most other business tools, this free scheduling tool works equally as well regardless if you are using virtual assistant services or not.
14 – ProofHub
ProofHub will help your business work more efficiently, allowing you to manage your projects, VAs, and, most importantly, complete tasks on time.
This software allows you to keep a close eye on how your project is going by setting custom workflows. It also enables you to chat with team members to ensure they are contributing to the project. You can switch between different charts such as Kanban, Table, or Gantt so that you can view your project as you want to view it at any given time.
It can also keep track of your project budget costs which means that it acts as a good financial tool. If you can see your project is going over budget, you can report it and change direction.
It has become one of the most popular accounting software tools for project and VA management.
15 – Yast
Yast is another time tracking platform that is practically the same as Hubstaff but is known for its simplicity and ease of use. With one click, you can start and stop your time.
A colour-coded timeline shows which projects you’ve devoted most of your time on, whether that’s data entry or managing different social media platforms. You can also share a timer with anyone on your team by simply inputting their email address.
Yast also allows you to save timesheets as PDF, Excel, and CSV. You can also print time reports by user or by the team. On your dashboard, you can also view the time totals and subtotals of your team. Its coolest feature is its ability to track time using your mobile device.
Continuous Monitoring Is The Key To Success
These measuring tools will help your business manage your VAs work more effectively and efficiently. All the tools featured can be used within your in-house team for more efficient time scheduling and integration with financial tools that will help to make your organisation run smoothly.
When it comes to management, you must be well organised and keep up to date with all aspects of the project. Having a communication tool or collaboration tool would be highly beneficial if implemented in the right way.
Having any of these software tools would also allow you to keep track of your virtual assistant’s overall performance.
And if you need some help with setting up, training, and managing teams of VAs, then contact us today for a free consultation.