The Power of Productivity Tools in Boosting Work Performance

Posted: 06.14.2019

One of the big perks of working from home is not having to spend money on office space. But that’s not to say you shouldn’t invest in things that will help you grow your virtual assistant business. Productivity tools like these are an affordable way to empower yourself to do more for your business and your clients.

1. Social Media Management Dashboard

If part of your work involves managing social media accounts for clients (or even for your own brand), it can be time-consuming to log into Twitter, LinkedIn, Facebook, et cetera every time you want to post something.

A better solution? A social media management dashboard like Hootsuite or Sprout Social. Not only do these platforms let you manage multiple social media accounts, but they also include features like letting you schedule posts in advance, analytics to understand which posts are achieving your goals, and engagement tools that help you connect with your audience.

2. Appointment Scheduling Software

Many virtual assistants spend a ton of time on the phone with different clients, and that can get overwhelming if you have more than a handful. Appointment scheduling software like 10to8 and Acuity let you schedule and track appointments, accept online bookings from clients, and accept credit card deposits for scheduled services.

If a client books an appointment with you online, she’ll receive a calendar notification (as will you) as well as reminders before the appointment. This can cut down on clients who miss appointments and waste your time.

3. Cloud-Based Documents

If you have to send documents back and forth with your clients, you know the frustration that comes when you send a Word doc as an attachment and quickly lose track of which version you’re working with.

Cloud-based documents like Google Drive allow you to share documents with your clients. Anyone you share a document with can edit it if you give them the capability. With one version of a document that everyone can edit, you don’t risk missing changes that a client made.

4. Project Management Tools

No matter what aspect of virtual assistance you focus on, your job involves managing projects. Do you use spreadsheets and paper to keep up with tasks? You’ll appreciate the functionality that project management tools provide. Apps like Basecamp and Trello let you assign tasks (if you have a team, or you can assign them to yourself) and set due dates as well as store all project-related files in one easy-to-find place.


Especially if you’re juggling multiple projects, this is a productivity tool that can greatly help you stay on track with deadlines and assignments.

5. Time Tracking Software

If you charge by the hour, it’s important that you keep up with how long you spend working on a given client project. Time tracking software like Hubstaff lets you choose what client or even what specific project you’re working on without you manually having to count up time worked. If you use accounting software, Freshbooks has a time tracker built in that will automatically update time spent in your invoices when you send them out.

6. Cloud File Sharing

One of the perks of working as a virtual assistant is that you can do it from anywhere in the world. So even if you’re on a beach in Tahiti for a month, you can still take care of your clients.

Storing files on your local drive is so yesterday. Today’s cloud file sharing solutions like Dropbox let you access files from any computer or mobile device. You can also automate backups so you never risk losing an important document.

7. Screen and Video Recording Software

You might need to create a video demonstration of how to complete a task using certain software or need to create a video post for your blog. You don’t have to be a tech wizard to use screen and video recording software like Loom. The software is simple to use to either record yourself or your screen and you can send clients the link. You’ll even get notified when they view your video.

8. Job Boards and Notifications

It might seem an odd fit for this list, but job boards are great for finding virtual assistant gigs, and leveraging them in the right way can make you more productive. Set up an email notification for new job listings as soon as they come in so you can be one of the first to apply for them. You can customize your notifications based on filters for exactly the types of jobs that you’re a good fit for so you weed out everything else.

With the right productivity tools, you can take your virtual assistant business to new heights!

About the Author: 

Christine Soeun Choi is a digital marketing associate at Fit Small Business. Currently based in NYC, she has a background in business studies and math with a passion for business development. Outside of work, Christine enjoys traveling and exploring art.

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