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Top Tools For Managing Your Virtual Assistant

Top Tools For Managing Your Virtual Assistant

Hiring a Virtual Assistant can significantly increase your productivity and what you can achieve in a day. Once you outsource work to a VA however, you need a way to manage it. Especially if you end up bringing two, three or even four Virtual Assistants to help you get through your workload.

So how do you keep on top of everything?

We put together our collection of top tools for manage the workload of your Virtual Assistant

Task Pigeon

task pigeon cover

Task Pigeon is a free task management application for teams of under five, with a paid tier for larger teams.

We have found Task Pigeon an effective way to manage work with our VA’s because it is simple and easy to understand. This reduces the need to train your VA on how to actually use the tool and you can just get on with assigning them work.

Task Pigeon allows you to create categories to keep everything organized. For example categories we use here at First Class Office Assistance for our own VA’s are:

  • Email Outreach
  • Marketing
  • SEO
  • Social Media
  • Administration

This helps keep tasks organized. When you create a task you can then assign it to one or more of your VA’s and they receive an email notification so they will never miss a new task.

On top of that Task Pigeon allows you to leave comments directly in tasks, attach documents from Google Drive and Dropbox and mark tasks as in progress so you can see what your VA’s are currently working on.


Slack Cover

Slack is a team chat and collaboration tool that is great for ad-hoc communication. We use Slack for general daily chat that isn’t necessarily associated with any particular task or project.

It is also a great replacement for emails that only need a quick reply, rather than an ongoing and length response.

The great thing about slack is that there is a free tier that will suit most, if not all teams. There are also iOS and Android apps available so that your team can keep in touch with one another even when you may not necessarily in front of your computer.

Google Hangouts

Google Hangouts Cover

Google Hangouts is the ideal for solution for team chats when one or more people need to be on the line.

While you don’t need to speak with your Virtual Assistant face to face if you choose not to, sometimes speaking with someone when you can see them helps get on top of problems/issues quickly.

Google Hangout works really well for teams as you can provide a central link that everyone can click to join.

This may suit companies have more than one VA or where two or three employees of the company need to be on the time when speaking with the VA.


Skype Cover

We also use Skype for communicating with our Virtual Assistants. Skype is ideal for one on one communication. While you can do group calls with Skype the ability to just quickly click and call your Virtual Assistant is where it is really effective.

One of the other good things about Skype is that with the dashboard you can see who is available or has their status set to away.

Skype is also free is you are calling another skype user. This makes it ideal for teams looking for a free communication tool.

These are the key tools we use to manage tasks and communicate with Virtual Assistants. It helps keep both our business and the VA on track and ensures that there is a communication style that will suit almost any team.

And the best thing about each of the tools above, a free plan is available for each tool, so you can get your team up and running for literally no cost.