What online software(s) do you need as a virtual assistant to make the most of your time and your client’s time? Below is my short-list of must have online tools to make the most of your working relationship with your clients. Make sure you click on the links inside of each paragraph so you can check out each of my recommendations for yourself!
Google Docs is by far one of my favorite online tools and in my humble opinion is quite possible the most important online set of tools for any virtual assistant. For those of you who don’t know, Google Docs is a web-based office suite. All you need to get started with Google Docs is a gmail account. I use Google Docs for document creation, spreadsheets, internet forms and now Google Docs has introduced Google Presentations. Think PowerPoint in the cloud. You won’t ever have to “save” another presentation for your client, simply send an email saying “changes have been made”!
Often times my clients have to present their business or product to potential customers. With Join.me presentations can go virtual. Join.me offers a free service for video conference, webinars, or online training (ability to share your screen). This is an excellent free service that you can recommend to your clients.
Zoom is a lot like Join.me and offers phenomenal service. You can have up to 50 participants in a group web conference call with their free plan but they limit the duration of the call to 40 minutes. You can manage the callers from a user management dashboard which is awesome (think muting people at times and un-muting at other times). With Zoom all you need to do is share your meeting ID and your conference room URL with the other participants and you’re all set.
It’s such a shame that this software didn’t exist back in 2005 when I was managing the calendars of two jet-setting executives. TripIt organizes all your travel plans in one place. Once you’ve created your account, all you need to do is forward any confirmation e-mails you receive (flight info, car rental, hotel confirmation, etc.) to firstname.lastname@example.org. TripIt then collects them and builds an itinerary for your client’s trip—accessible online or from a mobile device. The site will compile flight numbers, gate info, and other important items so you can rest assure that your client is in the right place at the right time with the right confirmation number.
Team Viewer is a FREE program that allows you to remotely access another computer that has Team Viewer installed. Once you have access, you can then do what’s required such as organize your clients inbox, set up email filters, organize and create email folders, or download a specific software that your client needs but doesn’t know how to do themselves.
I simply can’t survive as a virtual assistant without DropBox. Once you’ve downloaded DropBox it creates a virtual folder on your hard drive. You can drag and drop any type of digital file into the folder and access it anywhere as long as you have internet connection. Do you own a smartphone? Download the DropBox application to your Adroid or iPhone and have all your files with you on the go! Want to share large files with your clients? Have them download DropBox to their computer and then you’re ready to start sharing private folders and files!
If you want to impress your prospective client, schedule an introductory call over Uber Conference. It’s free to set up a conference room and you can give it a personal URL like www.uberconference.com/reesebenyaacov
What I love about Uber Conference is you can record the call (great for going back to remember what was said so you don’t have to take notes) and you can access the conference room via telephone or just by clicking on your unique Uber url and speak with your computer microphone. No PIN is required! It syncs up with Google Hangouts, too, which is another reason why I love it.
It goes without saying that virtual assistants needs to help manage tasks and projects for their clients so it’s important to have all those projects managed from one place and NOT in your inbox. I love Asana for it’s easy to use interface and app that I can use on my iPhone. I can create as many workspaces as I need for the various clients I work with. My clients get updated when I’ve completed a project and with their own login they can login to Asana and see where their projects stand in terms of timeline.
Creating screenshots of my screen has become something I do on a weekly basis and the one screen shot software that I can’t live without is Jing. When you download Jing you can create screen shots and screencasts quickly.
I’d LOVE to know what online tools you use for your VA business! How does this particular software save you time and increase your earning potential?
I can’t wait to hear from you.