So you’re looking for the best VA productivity apps that’ll make you insanely productive, huh?
It’s that time of the month when you need to get things done and send your invoices out to your clients. Sadly, you’re way behind your deadline and soon, your clients will ask you to submit their projects – and you’re in dire straits.
You’re grasping at straws while asking if any of your clients will extend their deadlines. But nope, not this time around, and you can feel the dread coming. Oops! It’s one of those lousy months when everything hasn’t worked out as well as expected.
You need to find a solution, fast… today, now!
In this post, I’m going to offer you a list of top 10 VA productivity tools that’ll make you insanely productive and stop you from having the last-minute sweats (because trust me, I’ve been there too).
It’s not one of those cut-and-dried posts you’ll find on affiliate marketing blogs. This is one of the most packed and honest lists you’ll rarely find elsewhere.
But before that, what truly is productivity? What does it look like?
What Productivity Means
A ton of people mistake productivity for something else, so let’s make this clear once and for all. Productivity isn’t all about:
- Showing up at the office on time, even if you have no work to be done,
- Sipping coffee with your colleagues or other freelancers while you gossip (unless you’re networking!),
- Waiting all day waiting for the clock to tick and strike 5 so you can check out, while work piles up around you
Productivity means defining your key performance indicators as a company or as an organization to help you measure your goals. That’s why most businesses today prefer to hire remote workers (VAs) than to employ full-time employees. It’s easier to define your KPIs and get your remote team to work towards them.
According to a survey by Connect Solutions, seventy-seven percent (77%) of remote workers, working both part-time and full-time, admit that they are more productive working remotely. This can be for many reasons, but typically it comes down to these: workers are happier when they work on their own terms and in their own environment, and, time management software allows you to track work down to the second to ensure workers are actually working.
There’s a problem, though. Typically, you’ll need something extra to manage your remote team and ensure they are productive – which is why you need this list of the right VA productivity tools.
So without further ado, let’s look at a list of my top 10 VA productivity tools that have saved me time and money as a VA, shall we?
Top 10 VA Productivity Tools That’ll Save You Time and Money
I’m sure you know how messy it can be managing multiple tasks via emails. Heck, you may even never give much attention to some of your emails, especially when you have much more than you can handle.
But the good news is that Asana can help you manage your team and get things done in time. It’s one of those VA productivity apps with lots of cool features such as setting deadlines, sharing details, assigning tasks, among others.
Personally, I use Asana to manage my client’s work and workflows, as well as to coordinate work and track time with my assistant, Jenny. Asana integrates nicely with our favorite time tracker, Harvest.
Additionally, Asana has added a new timeline feature, which shows some great promise to VAs. The new timeline feature will allow you to plan your projects and structure them in order. Get started with Asana today. It’s free for a basic plan (which is usually all you’ll need).
VAs also occasionally act as project managers. The only difference is that project managers could be required to work in-office, whereas a VA is remote most or all of the time. In most cases, PMs have to be physically present to ensure their projects are running smoothly.
If not for the sake of our topic today, I would have walked you through, in detail, the difference between project managers, VAs, online business managers, and how each differs. For now, let’s focus on this productivity app – Loom.
Loom is a communication tool that allows you to communicate with your team or make things clear between you and your client. In most cases, you and your client may need to explain something in more depth, and this cool video communication app can help.
Also, Loom allows you to share processes on your screen. Sometimes, you may want to show your team how to go about something, and Loom will help you do that. For example, The Savvy Admin uses Loom to record training videos and to troubleshoot tasks (within the team).
Want to try out this cool video productivity app? It’s FREE for a basic package. Sign up with your Google details and get started today.
As a VA, one of the things that can eat into your time is social media, especially if you have to log in to different accounts to manually add posts or manage ads. I’m sure that’s not what you want – you probably want to manage your time efficiently and get things done on time.
Hootsuite is an SMM tool that allows you to manage all your social media accounts from one dashboard. How cool is that? Besides, this fantastic tool will save you a great deal, especially if:
- You have different social media accounts to manage
- You want to create social media posts and schedule them all at once
- You want to respond to your audience
Hootsuite isn’t free, but you can try it for the first 30 days and see if it works well for you. If yes, you can choose a package depending on your needs. The least package starts at $19, while the highest package goes for $599 per month.
Google Suite includes a set of useful tools for businesses such as Google Docs, Google Sheets, Google Forms, Calendar, Slides, Sites, Gmail, and Hangouts.
You can comfortably use these features for free, but you have the option to pay $5 if you want additional features such as owning a company email address — for example, email@yourcompanyname.
All the same, you’ll still find most features valuable. For instance, you can use Google Docs to create content, then share it with your client. You can choose to permit your clients to edit and leave comments.
Content is king, but there’s more to it than just writing – adding powerful visual images. Let me explain…
Powerful visual images are essential if you are serious about grabbing the attention of your readers. Heck, you may even win the heart of search engines with beautifully appealing images.
Canva is an image creation tool. It’ll help you create professional-looking images using different features such as drag and drop editors, stock images, customizable branding, etc.
Canva is free, and there’s no credit card required for the free version. However, you’ll need to add your credit card details if you want to try out the “Canva for work” package going for $12.95/month. Personally, we pay the premium for Canva in order to have more access to their templates, stock photos, and design elements.
As a VA, you’ll be working with many apps, and you wouldn’t want to waste time logging into different apps. Instead, you’d want to integrate these apps and make them function concurrently.
Zapier is an automation tool that allows you to connect your favorite applications such as Gmail, MailChimp, Asana, Slack, among others.
The best of all is that you can connect two or more apps without seeking the help of a developer. It’s a DIY task, so you don’t need to be tech-savvy to do this.
For example, you can integrate your Mailchimp account with WordPress. You can either post new MailChimp campaigns on WordPress or turn WordPress users into subscribers.
If you wish to try Zapier, there’s a free plan, but with an option to seek premium packages if you want more features (we use the free version).
7. Time Tracker Apps
“It’s how we spend our time here, and now, that matters. If you are fed up with the way you have come to interact with time, change it.”
You need to keep track of your time and know what’s taking it up because time is money; time is precious.
I’m going to help you keep track of your time by giving you some of the best time tracker apps. Here we go:
- TimeDoctor – TimeDoctor is a time tracker app with features such as reporting, screenshots, client tracking, among others.TD allows you to track time spent on individual apps and websites.
- Toggl – Toggl is a time tracker app with a push-button timer that allows you to break down your projects to see how much time you’re spending doing a specific task.
- Clockify – This is a free and simple-to-use time tracker that helps you to manage your time effectively.
Let’s face it: A lot is going through your head right now. You can’t think straight. The chances are that you’ll continuously forget your passwords.
But what if I told you that there is an app that can take care of your passwords? It’ll remember the passwords on your behalf, so you don’t have to worry about entering them every time.
LastPass will be your savior if you continuously keep on forgetting your passwords. It will help you remember your password and automatically update it whenever you make any changes.
Xero has grown to be one of the most popular accounting tools today. It can help you to automate essential functions and even put a process around those that aren’t automated.
For example, Xero allows you to process invoices, manage bills, send purchase orders, reconcile accounts, manage inventory, among others.
Additionally, this app allows you to integrate other apps so that you can hook up some of your favorite apps with it.
10. CRM Software
Customers are the lifeblood of your business, and as such, you need to give them some special treatment in terms of customer relationship management.
There are a ton of CRM tools/ software out there, but I’d like to recommend some that I honestly love. Here we go:
- Ontraport – Ontraport is a CRM app that allows you to automate emails, map your customers’ entire journey, track your data, set up your sales funnel, and get a range of data.
- ActiveCampaign – When it comes to email automation, ActiveCampaign has got your back. This CRM tool will help you manage your contracts as well as time your emails.
- InfusionSoft – InfusionSoft allows you to access all your customers’ data, such as sales stats.
- Dubsado – Dubsado is THE ultimate CRM for digital professionals and artists of all kinds. With an easy to use interface, you can navigate your client database, track projects, invoices, and workflows, and even track time and send contracts. Here at TSA, we use Dubsado allllllll day every day!
Curious about what tools are right for your business? Reach out today for a free business audit.