My Go-to Systems as Virtual Business Owner
Are you a virtual business owner who is tired of their day getting hijacked by incompetent tools? You’re frustrated because you don’t want to waste another day looking for the perfect tools to streamline day-to-day business tasks? Are you also fed up with signing up for yet another app to find out that it actually adds more stress to your life and business?
Well, look further because I am giving you my 15 go-to tools and systems that my virtual assistant business can’t live without. They have not only helped me get organized, but have helped countless of my Virtual Business Owner clients. Almost all of these systems are free and will provide frustration-free support as you walk through that client workload. I have organized them into six categories:
Project Management
Communication
Automation
Website Design
Security
Financial and Legal
Read on to find out the exact tools I use for my virtual assistant business!
Project Management Tools for Your Virtual Assistant Business
CLICKUP
I'm sure some of you might be new to ClickUp, so it is a project management tool that does a great job in organizing tasks. Running a small business becomes easier by tenfold if you have this system under your belt.
You can easily keep track of every little thing ranging from your to-do list, allocating tasks to your team, and even managing the work that comes in from your team. It is truly a wonder! I absolutely love how I can sync tasks with my Google Calendar and keep track of all the work coming in from my team. Oh, and did I mention I can do it all just with a few taps on my phone? Yes, no need to carry your laptop everywhere anymore!
DUBSADO
Brace yourselves! Dubsado is here to rescue you from the constant headaches of unorganized business activities. Here is an all-in-one app that helps you and your clientele stay on the same page. Literally, it works wonders when you have to generate multiple invoices, sign contracts, and schedule calls during different times of the day. It is genuinely a time-saver, making coordination simpler for you.
AIRTABLE
If you are looking to organize, share, store, and collaborate information about anything, then Airtable is the right tool for the job. It stores the links between several data and keeps you organized and on track with everything. You can also store an ample amount of information here without having trouble navigating the website, and it is very user-friendly!
Communication Tools for Your Virtual Assistant Business
GSUITE
Gsuite is all the talk these days. It is great at helping with sharing documents, emails, and your business calendar. For me, my video editor completes a draft and then shares it with me on Google Drive, where I can easily watch, edit, or download it whenever I want! It is exceptional when it comes to keeping your team on track.
SLACK
Slack is ideal for client communication as well as keeping your team and companies you outsource from. I have communicated with most of my clients in their slack spaces while keeping separate ones for my team.
You can schedule video calls and meetings with people here too. To make things easier, create channels for various projects at the same time for focused conversations!
ZOOM
Once you start using zoom, you will never understand how you ran your business without it in the first place! Zoom is one of the top meeting room software out there and really helps communicate with overseas clients.
It lets you make free, high-quality calls to your clients and hold meetings via video calls with your team. It had worked like a charm for me when I was delivering online training sessions. I love how I can easily record all sessions and get notified once the recording finishes. All I have to do is generate a meeting link and send it to the people I want to call.
LOOM
Loom is ideal when you want to send short videos to clients for clarity. It allows you to voice your ideas better and reach out to clients in a modern, efficient manner!
It truly blows life into a virtual workspace for small business owners.
Automation Tools for Your Virtual Assistant Business
ZAPIER
Here is an efficient tool that will automate all your business tasks to focus on your strategies and keep your clients happy. I can connect all my systems; for example, I usually set up an automation that updates me every time I receive an important email or someone purchases any of my digital products.
It streamlines these minor things, so I never have to bother about them. These features are outstanding, and when paired with their high-security levels, it is a dream come true.
Website Design Tools for Your Virtual Assistant Business
CANVA
Canva is a supremely popular platform, and you might have surely heard of how useful it has been for graphic designers. It is my go-to tool for quick and easy, gorgeously designed templates. Making social media graphics is at my fingertips now, thanks to Canva.
Here is the catch: you can also give your team members access to make edits. What a great way to be creative together!
SQUARESPACE
Squarespace really helped me build a strong online presence thanks to its unique features. It is basically a website host that allows you to plan the in and out of your website from scratch. That way, I got more control over my website.
But, more than that, you can also launch online stores, claim your domain, grow your audience through emails, and get access to modern templates too. It offers multiple plans to cater to all types of buyers, so pick the one that meets your budget and get started!
Security Tools for Your Virtual Assistant Business
1PASSWORD
Over the past few years, I have realized that remembering passwords is definitely not my cup of tea. So, if you are someone like me who is driven but forgetful when it comes to passwords, then 1password is your platform.
The 1Password vault is super convenient because you can store all your passwords there; the encryption software will accommodate your password needs by automatically filling the password for each website you visit as long as you have an extension installed. 1password also helps you come up with unique passwords based on the type of site you visit. Just make sure you remember your master password because you can lose your account if you miss out on it!
Financial and Legal Tools for Your Virtual Assistant Business
QUICKBOOKS
Quickbooks is great when it comes to managing accounts and bookkeeping, especially if you run a small to medium-sized business; you need it to monitor transactions, make payments, and receive payments too.
It is very convenient and super easy to set up; it can surely change your life within a few days!
MYCOMPANYWORKS
With outstanding customer service, Mycompanyworks is here to help you file your LLC, just like it did for me.
It is quick, secure, and easy to use. It also alerts you about important company tasks such as annual report filings and multiple other deadlines. Its online tracking is great for viewing the order status from many companies at once all around the clock.
Want more support deciding on the tools to use in your virtual assistant business?
Don't hesitate at all before trying any of these tools and systems: they have all been tested. If you’re looking for additional virtual business support, feel free to connect with me directly at becca@workwithbecca.com, check out my membership program for virtual assistant business owners, or drop me a DM on insta.
