Tools & Tips

The role of a Virtual Assistant (VA) has evolved significantly in recent years, driven by the rapid expansion of remote work and the increasing reliance on digital tools. As businesses across the globe recognise the value of outsourcing tasks to skilled professionals who can work from anywhere, the demand for Virtual Assistants has surged. To meet this demand and deliver services efficiently, VAs rely on a range of tools that help them manage their tasks, communicate with clients, and stay organised. In this blog post, we will explore the most common tools used by Virtual Assistants, focusing on how these tools empower them to provide exceptional services. Email Communication is at the heart of a Virtual Assistant’s work. Without the ability to effectively communicate with clients, colleagues, and other stakeholders, a VA’s role would be significantly more challenging. Email remains one of the most fundamental tools for Virtual Assistants. It allows for clear, written communication that can be referenced later, making it ideal for sending detailed instructions, updates, and reports. Email platforms such as Gmail and Outlook offer a range of features that enable VAs to organise their inboxes, filter messages, and set up automated responses. This ensures that no important communication is missed and that tasks are prioritised accordingly. Video Conferencing Beyond email, video conferencing tools have become essential for Virtual Assistants. Platforms like Zoom, Microsoft Teams, and Google Meet enable face-to-face communication, which is crucial for building relationships with clients and participating in meetings that require visual interaction. These tools have become even more important in the wake of the COVID-19 pandemic, which has normalised remote work and virtual meetings. VAs use video conferencing to collaborate with clients, present work, and engage in brainstorming sessions, all from the comfort of their own workspace. The ability to share screens, record meetings, and use virtual backgrounds adds to the versatility and effectiveness of these tools. Instant Messaging Instant messaging applications are another crucial aspect of a Virtual Assistant’s toolkit. These platforms, such as Slack and WhatsApp, provide real-time communication that is faster and more informal than email. VAs often use instant messaging to ask quick questions, provide updates, and stay in touch with clients throughout the day. The convenience of instant messaging allows for rapid responses, which is particularly useful for time-sensitive tasks or when working across different time zones. Moreover, these platforms often include features like group chats, file sharing, and integration with other productivity tools, making them a central hub for collaboration. Task and Project Management Tools Task management and project management tools are indispensable for Virtual Assistants, as they help in organising, tracking, and completing tasks efficiently. Trello and Asana are popular choices among VAs, providing visual interfaces that allow users to create boards, lists, and cards to represent different tasks and projects. These tools offer a clear overview of what needs to be done, who is responsible for each task, and the deadlines involved. By using task management tools, VAs can break down complex projects into manageable steps, ensuring that nothing falls through the cracks. The ability to set reminders, track progress, and collaborate with others in real-time enhances productivity and helps VAs deliver high-quality work consistently. Time Tracking Software For VAs who handle multiple clients or projects simultaneously, time management tools are essential. These tools help VAs allocate their time effectively, ensuring that they can juggle different responsibilities without overcommitting. Tools like Toggl and Harvest allow VAs to track the time spent on each task or project, providing insights into where their time is going and helping them identify areas for improvement. Time tracking also plays a crucial role in billing, as it enables VAs to provide accurate invoices based on the time worked. Additionally, some time management tools include features for setting goals, creating schedules, and analysing productivity trends, further supporting VAs in managing their workload. Cloud Storage In the realm of file management and document sharing, cloud storage solutions are a Virtual Assistant’s best friend. Services like Google Drive, Dropbox, and OneDrive offer secure, accessible, and organised storage for all types of documents and files. These platforms enable VAs to store important documents in the cloud, where they can be accessed from any device with an internet connection. The ability to share files with clients and collaborators is also a key feature, allowing for seamless collaboration and ensuring that everyone involved in a project has access to the necessary resources. Furthermore, cloud storage solutions often include version control, which tracks changes to documents and allows users to revert to previous versions if needed. Social Media Management Tools Virtual assistants who manage social media for their clients rely heavily on social media management tools. Platforms like Hootsuite, Metricool, and Later enable VAs to schedule posts, monitor social media channels, and analyse engagement metrics across multiple platforms. These tools streamline the process of managing social media accounts, allowing VAs to plan content in advance and ensure a consistent online presence for their clients. The analytics provided by social media management tools are invaluable for measuring the success of campaigns, understanding audience behaviour, and making data-driven decisions. By using these tools, VAs can optimise their clients’ social media strategies and achieve better results with less effort. CRM Management Customer relationship management (CRM) tools are another important category for Virtual Assistants, particularly those involved in sales, marketing, or customer service. CRM systems like Salesforce, HubSpot, and Zoho CRM help VAs manage interactions with clients, prospects, and customers. These tools provide a centralised database where all client information is stored, making it easy to track communications, follow up on leads, and manage sales pipelines. CRM tools often include automation features that allow VAs to streamline repetitive tasks, such as sending follow-up emails or generating reports. By using a CRM system, VAs can provide a more personalised and efficient service, helping their clients build stronger relationships with their customers. Accounting Software In addition to these tools, Virtual Assistants who handle financial tasks for their clients often use accounting

In the world of project management, team collaboration, and remote working, Trello has long been a trusted tool for millions of users worldwide. Trello is an incredible tool that can be transformative for many business owners, freelancers, and Virtual Assistants alike. At TVAC, we’re a big fan of Trello! However, like any platform in the ever-evolving digital space, Trello occasionally introduces changes to enhance its service. It’s inevitable. And Trello is rolling out at least one new change for 2024: the adjustment of collaborator limits for free Trello Workspaces. Read on to learn more about Trello changes 2024. Effective April 8, 2024, free Trello Workspaces will be capped at a maximum of 10 collaborators. These collaborators include Workspace members, guests, and pending invitations. This change aligns with similar restrictions found in other Atlassian products’ free editions. To facilitate a smooth transition for teams, Trello will implement this limit in two phases: Initial Limitation (Starting April 8, 2024): If a free Trello Workspace already hosts 10 or more collaborators, adding new members will be prohibited. However, this restriction can be circumvented by either upgrading the plan or reducing the number of collaborators below the stipulated limit. View-Only Mode (Starting May 20, 2024): Workspaces surpassing the 10-collaborator threshold will experience a shift to view-only mode for their boards. While users can still access the boards within the Workspace, any modifications will be disabled unless the plan is upgraded or the collaborator count is reduced. For those seeking to maintain the free edition of Trello while exceeding the 10-collaborator cap, guidance is available on how to manage collaborators via Trello’s support page. Alternatively, if you want to accommodate more than 10 collaborators within a Workspace, you will need to consider a paid Trello plan. These plans offer an array of features tailored to various team needs, with detailed comparisons available to assist in selecting the most suitable option. Furthermore, discounts are available for educational and non-profit entities, reinforcing Trello’s commitment to supporting diverse communities. Despite these adjustments, Trello remains steadfast in its commitment to providing a robust tool for teams to achieve their goals efficiently. Whether it’s tracking to-do lists, planning events, managing work tasks, encouraging collaboration, or driving positive social change, Trello continues to empower users worldwide. And, at TVAC, we still love it! For additional details regarding the new Workspace limits and to assess current collaborator counts, users are encouraged to visit Trello’s FAQ page and engage with the Trello Community for further insights.

Christmas is almost upon us once again! As many of you are gearing up to step away from your hectic work routines and enjoy the holiday season with loved ones, embark on a skiing adventure, or catch up on all the fantastic shows you’ve overlooked, we can’t help but get organised. And we’re here to help you do just that! At TVAC, we’re organised by nature, so we’ve put together some fun and unique Christmas out-of-office templates you can copy and paste this festive season before you sign off until next year! Many people opt for a ‘short and to the point’, no-nonsense message, but heck, it’s Christmas! Why not get a little creative and have some fun? With that said, here are some unique Christmas out-of-office templates for you to enjoy. Feel free to copy and paste them for your own use. Short and to the point [Salutation], I appreciate your email. I am currently away from the office, enjoying the holiday season, and will be unavailable from [start date] to [end date]. I will respond to your email promptly upon my return. For urgent matters, please reach out to [insert name, email, or phone]. Warm wishes for a joyous holiday season, [Your Name] The fun GIF Greetings! I’m currently on a week-long break, away from [date] to [date], and may have limited access to email. For urgent matters, kindly reach out to [colleague name] at [colleague’s email address]. Otherwise, please take a moment to enjoy this delightful [picture/animated gif] featuring a [type of animal] engaged in [action it’s doing]: [Image/gif here] Wishing you a joyous holiday season, [Your first name] The ‘urgent emails only’ fun message Hello, I’m out of the office for the holidays from [date] to [date]. However, I will be taking occasional breaks from binge-watching Christmas films and eating too much chocolate to check my email for urgent matters. Please resend any messages that require my immediate attention with a subject line of “URGENT”. If your matter isn’t urgent, it’s likely your note will temporarily be swallowed in a sea of unread emails, to be responded to after I return to reality in 2024. [Your first name] The Christmas homework message Hello, Appreciate your message! I’m presently away, embracing a holiday break. While I won’t be venturing as far as the North Pole, I’ll be entirely unplugged until my return. I’ll get back to your message promptly once I’m back in the office on [date]. As you await my return, here’s something useful for you:[Include a worksheet, tool, video, blog post, etc.] Thanks for your understanding, and I’ll be in touch soon! Wishing you a Merry Christmas and a Happy New Year, [Your Name] The creative message Hi there, Thank you for your email! If you’re reading this, it indicates I’m currently out of the office, rejuvenating my creativity to better assist individuals like yourself. During my break, I won’t be checking emails as vacations are meant for relaxation. I’ll make sure to respond to your message once I’m back in the office on [date]. Wishing you positive vibes for a joyous 2024, [Your Name] Crafting out-of-office messages provides a chance to unveil the human touch of your business, bringing a smile to someone’s face. Make sure that the message aligns with your audience, business type, and overall workplace culture. Wishing you a joyful, creative, and inspiring 2024 from everyone at TVAC! If you found this article useful, you might also enjoy reading about the differences between a Virtual Assistant and a Remote Specialist.

For small business owners and freelancers, the Christmas period might be a daunting time, especially if you’re not quite established. For some business owners, December can be a tricky month, with many finding that business is much quieter than usual. If this sounds like you, here are things that might help you get through the festive season. Use the extra time to work ON your business. Start ticking off those things you’ve spent the year putting off. Make the most of being your own boss. Visit the Christmas markets, go to parties, spend time with family and friends, or take a trip away. Schedule your holiday hours. Let your clients know what your working hours will be over the festive period, and make sure you stick to it! As a business owner, do you find the festive season daunting or exciting?

As a team of busy Virtual Assistants, we’ve witnessed first-hand the struggle of mass incoming communication flows, with busy business owners becoming overwhelmed and unable to keep up with enquiries. But the truth is, unanswered enquiries and slow response times result in a lack of faith in the business and potential customers reluctant to buy. As overwhelming as it might seem, you need to take control. Whether you manage these communications yourself or choose to outsource, it’s time to get on top of the emails, texts, chats and DMs flooding your inboxes. With that said, here are some examples of effective communication management strategies you should be using. Delete promotional messages. As a business owner, you might find yourself being inundated with unwanted cold outreach emails. Unless these have been sent via a platform such as MailChimp or Mailerlite and there is an option to unsubscribe, your only option to deal with this type of unwanted email is to keep deleting them. Alternatively, you could contact the sender and request that they stop, but either way, delete them and don’t let them clog up your inbox!Unsubscribe from unwanted newsletters. Psst! We see you… religiously deleting all those unwanted spam emails each day (that you probably never even subscribed to, right?). This has probably become such an autonomous habit that you’re barely aware of how much time it is actually. But instead of taking the time to delete these unwanted emails every day, start unsubscribing to each one of them and you’ll soon find that your inbox becomes less and less cluttered. Use labels to organise your emails. Labels can be a great way to organise your inbox into sections. For example, you could assign labels to each of your team members, or to group together emails that are relevant to a specific task or project. Make use of email folders. Email folders can be used in a similar way to labels. They can be a fantastic tool for organising your inbox and managing your communication flows, but not everyone makes use of them or even knows about them. Use automatic email responses. This can be a particularly useful tool if you have several different email addresses within your business that are used for different things. You can set up various automatic email responses so that when someone emails a specific email address at your firm, they receive an email containing helpful information that informs them about your processes and when they can expect a response, for example.Adopt a good flagging system. Make use of the flagging tool. Flag emails that haven’t been responded to, and unflag them once they have been dealt with. There are various ways you can make use of this email management tool – it’s there for a reason – just use it in such a way that works for you and your business. Make your response time clear (the sooner the better). As a business it’s a great idea to make your response time clear wherever possible, so that prospective customers and people contacting you know when to expect a reply. This can avoid them contacting you again to chase up their enquiry, which can be particularly helpful during busy periods. Display your response times wherever you think is most appropriate for your business – on your website, in your email signature, on your social channels, and wherever your contact details are displayed. Establish a set time each day to read and reply to emails. If you’re struggling to stay on top of email management or find that you can easily go down an email rabbit hole once you start, then set yourself times of the day where you check and respond to emails. For example, check your emails at 10:00 am and 02:00 pm each working day, or whatever works best for your business. Make use of mobile email apps for on-the-go email management. If your job or business involves you being out of the office throughout the day, set up a mobile email app to help you keep tabs on priority emails as soon as they come in, and manage emails on the go. Make the most of your email signature. Make the most of your email signature by setting up your sign-off and name. Quit typing your email sign-off for every single email. Set up your email signature so that your sign-off is included in it… those precious seconds quickly add up! Create and share email templates with your team. Creating email templates for your most commonly asked queries can be a huge time saver, and also particularly helpful if you have a team or a Virtual Assistant helping you with your email management. Invest some time in writing up some email template for you and your team to use, and save time in the long run! Templates can help to give quick and easy responses to commonly-asked queries. If you need a hand with managing your emails or other communication flows, get in touch or book a free discovery call.