What makes virtual assistants efficient at work? Aside from the apparent factor of them being polymaths and experienced in different domains, they work smart—as in, they use remote assistant tools to work faster and more accurately.
Navigating the different processes that propel your organization can be daunting, even for a reliable virtual assistant. That’s why they come with a secret weapon, a life-pack of software tools to make them more dynamic at work.
In 2024, productivity tools are selling like hotcakes, with a strong 78% of companies investing in modern digital solutions to boost their remote workforce—smart thinking!
Here, in this article, we’ll be running down 11 remote assistant tools that every business owner and virtual assistant should optimize to top productivity levels.
A remote assistant is a professional who supports clients in a wide array of tasks from a remote location. They take over the time-consuming, routine work to free up the time of busy business owners, like yourself, so you can prioritize the more important stuff in the company.
Ultimately, remote assistant services depend on your needs. What do you want to achieve with their support?
If you’re having trouble thinking about what to delegate, here are some of the tasks that a remote assistant can do for you:
Well, the simplest answer to this question is that it’s remote assistance. You receive the help that you require using tools and programs. From data entry to graphic design, you can complete tasks without working in person, depending only on remote access for collaboration.
It’s a fairly convenient, not to mention cost-effective, way to accomplish activities for the day and ease your workload.
To receive the remote work support we were talking about in the previous question, you’re going to need remote working tools. These are programs and applications meant to augment work processes.
Remote assistant tools offer a myriad of features to encourage efficiency and team communication, like file sharing, video meetings and project management.
Remote assistant tools are the ones responsible for why your remote assistant can be in tune with your needs. The reason why they can reach inbox zero while you’ve been wrestling with your messy email for weeks now.
So, what are remote assistant tools examples that suddenly turn your assistants into superhumans?
Remote assistants use this tool to plan their entire workday—from managing appointments to arranging client work.
Google Calendar is a user-friendly application that has a simple design but has a broad range of compatibility.
Emails are great, but it’s slower to converse back and forth over an email system. Slack is a much quicker approach to collaboration.
Many remote assistants huddle on this platform to talk about projects in direct messaging. It has voice call capabilities and integration powers with various applications to facilitate effective communication.
Having an account in Zoom helps a remote assistant to create virtual meetings on a whim. They can discuss in groups and record audio with no extra software required. It has quick adoption and superb usability that enable them to start meetings easily across any device.
Just like Zoom, Skype is handy when it comes to video conferencing. It has convenient but fun features that get you connected widely and productively with a workgroup of over 100 teammates. And the best part is that not only do many people know how to use this app, it’s free!
The main attraction of this software for many VAs is that it’s packed with tons of features. For remote assistants working on graphic design, Canva makes a non-designer look like a pro with its amazing editing tools for creating vibrant portraits.
Logos, marketing brochures—whatever promotional image your assistant wants to portray, Canva has endless design templates to create digital art for your brand.
Here’s one of our favorite project management tools for your virtual assistant: Trello—so easy to use with workflows, deadlines and task tracking features right to your face. They even allow customization so work can proceed according to your VA’s style.
But Trello doesn’t just support the workgroup of remote assistants; it also integrates well with some of the tools we mentioned in this list, such as Slack.
Asana is another excellent virtual assistant tool for presentations. It has well-integrated, expansive features that excite remote assistants—workflow builders, timeline views, task templates and many more. With Asana, your assistant can plan strategies and work across teams on a single platform.
Why is Google Meet one of the best remote assistant tools? HD video and crystal-clear audio. With video huddles, these factors are needed to be more engaged in the team's discourse.
Also, Google Meet has an adaptive layout that shifts to accommodate the participants. And rest assured, your meeting stays private because this app has audio and video encryption to secure your discussions.
Google Drive is a free service program that draws strength in file storage and sharing from anywhere. It’s also one of the best CRM tools for virtual assistants handling large data sets.
Beyond that, this app also allows web-based applications and integration with other Google services, allowing operational efficiency.
Another comprehensive remote assistant tool that virtual assistants use is Microsoft Teams. It’s a collaboration software that integrates applications in one channel. For example, your assistant can create a PowerPoint presentation for the team and immediately share it and have them co-author.
It connects with other tools that a VA is already using so well, which is a powerful feature to avoid confusion and enhance productivity.
Toggl Track is a tool that creates a time report, sends reminders and incorporates other applications. With this time-tracking system, it’s easier to track a remote assistant's clock and the hours they spend on a specific project. You can see actionable insights on the data and get everyone thinking similarly.
The world has radically changed. What used to be in-house can now be done anywhere else in the world. Yes, we’re talking about the work dynamic that has gone remote.
But just as flexible as the workspace has become, technology has also evolved to meet the flexible needs of remote workers. Let’s compare two common remote solutions: remote desktop and remote assistant.
To explain the concept of remote assistance, try to picture this:
You have technical concerns with your computer. To fix the problem, you request remote support to see what seems to be the issue through screen interaction. You receive an invitation from your remote technician to allow them to access your device.
If permitted, they will be able to maneuver your computer, screen share and input whatever data. This is a common practice for IT professionals to handle technical problems from a distance.
Ultimately, you and your remote support are assisting each other and seeing the same screen.
A remote desktop tool is a system feature where you can fully access and interact with a computer from a distance. For instance, you can use your laptop to connect to a faraway office computer and operate it as if you’re facing the device.
Productivity is mainly the concern for a remote desktop program. If your team members want to access files from outside the physical office, they can do so without going through all the trouble.
The remote support service is performing tasks for someone else from somewhere else at an economical price. Remote assistants offer these types of services, handling a variety of responsibilities, from troubleshooting issues to creating marketing materials.
Remote home assistants are like home automation programs. It’s smart software that allows local and private control of smart home devices. They are created independent of any collective network of connected devices.
Collaborating in a remote setting, set in a dynamic world is not easy, your virtual assistant needs to be armed with the right remote assistant tools to maximize what they can do.
Set your VAs stage for more productive work!
For entrepreneurs looking to thrive in the ever-evolving business landscape with a virtual assistant, VAV Remote has the resources and skilled expertise to elevate your business.
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