Virtual assistants carry out a wide variety of tasks in different types of industries. Without the right tools, getting the job done as fast as possible is impossible. However, with the correct remote working tools, you can handle any task your client gives you.

There are a lot of software and applications available online–some free and others with a cost–but it is definitely worth the investment. You just have to know what tools you need and what are available in the market. You can compare their pros and cons and weigh the best for the buck.

Sudostaffing provides various remote services to Australian businesses and provides its employees with the tools they need to work for the client. In this article, we will give you twenty productivity tools every virtual assistant should know or should learn to increase your value as a virtual assistant.

The Essential Tools

First and foremost are the essential tools. Remote worker or not, the following tools are needed for basic tasks such as creating documents, presentation slides, and spreadsheets.

1. Microsoft 365

Formerly named Microsoft Office, Office is a popular suite of applications designed to help with productivity on common computer tasks. Popular applications are Word, Excel, PowerPoint, and others that you probably have known already since elementary.

In October 2022, Microsoft announced the phaseout of the Microsoft Office brand in favor of Microsoft 365 by January 2023.

Pros

Compared to the one-time purchase of Office, Microsoft 365 is a subscription service and automatically updates to new features. You can use Microsoft 365 anywhere and on any device as long as the internet is available.

With Microsoft 365, collaboration is more manageable. Multiple users can collaborate on a piece of work simultaneously without any problem.  

Cons

Because Microsoft 365 is cloud-based, you will always rely on the internet connection to access the applications and your files.

Device compatibility may also cause a problem, so checking your computer’s specifications before buying this software is best.

Cost

Microsoft 365 offers different prices based on your needs. For a virtual assistant or an aspiring virtual assistant like you, you may opt for Microsoft 365 Personal, which costs around P3,499.00 per year or P340.00 a month.

2. Google Docs Editors

Google Docs Editors is also a cloud-based productivity suite by Google within its Google Drive service. Applications include Google Docs, Google Sheets, Google Slides, and so much more.

Pros

The best thing about Google Docs Editors is that it’s free! You only need to create a Gmail account, and you can utilize vast Google features. The collaboration will also be easier as multiple users can edit a document simultaneously, and real-time updates are automatically saved.

Cons

Just like Microsoft 365, Google Docs Editors is cloud-based. You really can’t do any work without an internet connection. Also, your Google account only gives you 15GB of storage shared across Google Drive, Gmail, and Google Photos. Once your storage runs out, you will no longer be able to use the editors, as the documents require storage to create one. You can either delete old files or upgrade your storage with a price.

Cost

Creating a Google account is FREE, and you can access most of its applications. Should you decide to upgrade your storage, you can subscribe to Google One. Google One allows you to use more storage across Google Drive, Gmail, and Google Photos. The Basic Plan gives you 100GB of storage for only P889 per year or P89 per month. Meanwhile, the Standard Plan offers 200GB of storage for P1,499.00 per year or P140.00 monthly.

Time-tracking Tools

Some clients pay by the hour, depending on your position and the tasks. Through these time-tracking tools, your client can quickly see how long you have worked and what you have completed.

3. Time Doctor

Time Doctor is a time tracking and payroll in one. It lets your clients see your time working on each task, including the software and website you use. The best thing about Time Doctor is that it can integrate with project management tools such as Asana, Basecamp, Salesforce, and Trello.

Pros

With Time Doctor, time tracking is accurate. Because it combines time-tracking and payroll, you are guaranteed the exact payment based on your work time.

Employees can track time more accurately by clicking the “Start” button and end shifts by clicking the “Stop” button. Another wonderful thing about Time Doctor is that it continues to track time even if your internet connection is interrupted. The data will automatically sync once the internet connection is restored.

Cons

Time Doctor has robust features to help clients efficiently manage employees’ productivity and performance. However, time-tracking tools allow employers or clients to micromanage, which some employees may not like.

Time Doctor does not have a feature that will enable clients to set project time limits. This may cause employees to work overtime.

Cost

Time Doctor is not free, but they offer a 14-day Free Trial. You can avail of this and see if it works for you before you commit and pay. Time Doctor subscription ranges from P4,072 (70 USD) per year to P11,635.00 (200 USD), depending on your chosen plan.

4. Hubstaff

One of the popular software for time tracking is Hubstaff. Aside from tracking the time you spend with a client, it also tracks how you spend your time and your productivity level.

Pros

Hubstaff is popular, and for a good reason. It is not just a time-tracking tool; you can also use it for project management, such as keeping track of deadlines, storing files, and talking about tasks. Like Time Doctor, Hubstaff can keep track of time even when you go offline.

Cons

The only real problem with Hubstaff is that you need to pay to enjoy its best feature.

Cost

Hubstaff’s FREE version is only available for individual users only. If you have a team, Hubstaff offers a 14-day trial with a 60-day money-back guarantee in case you do not like the experience.

Scheduling Tools

Every virtual assistant needs a proper scheduling tool to manage their job without forgetting a thing or two–especially if you’re working with multiple companies. Also, one of the primary tasks general remote workers are given includes calendar management, so don’t forget to try different calendar software.

5. Calendly

Calendly is a simple and intuitive scheduling tool. Non-technical people can quickly figure it out because of its easy-to-use interface. Users need to set their availability preference, share the link with clients or workmates, and let them decide the preferred time of the event. The time will automatically be blocked off your calendar to avoid double booking. Calendly is perfect for freelancers, professors, and those in managerial positions.

Pros

Calendly’s main benefits are its great integration, mobile support, and usability.

Calendly allows you to integrate with Microsoft 365, Google, and Outlook simultaneously. This way, you can avoid schedule conflicts or double-booking. This tool offers many benefits to its users with its easy-to-use, simple, and modern interface.

Moreover, Calendly is fully optimized for phones, tablets, and desktop computers. This will ensure that you and your invitees will not face device compatibility issues while using the app. You can also directly embed your Calendly into your website so customers or clients can easily squeeze in your calendar according to your availability.

Cons

Calendly doesn’t really have many downsides. The only setback you may encounter in the free version is that you’re missing out on many great features.

Cost

Calendly offers a Basic plan for FREE. Suppose you decide to maximize the software’s features. In that case, you can sign up for a monthly subscription, which varies from P465.00 (8 USD) to P932.00 (16 USD), depending on your chosen plan.

6. Google Calendar

Google Calendar is an easy-to-use time-management and scheduling calendar app from Google. It is available as part of its productivity tool suite, and you can use it for free when you create a free Google account.

Pros

Google Calendar lets you share your event with other users and alert you about important events, meetings, and holidays in the simplest way. If your Google account is synced on your laptop, tablet, and mobile phone, you can customize your Google Calendar to integrate into your local calendar. This will make time management and scheduling much more effortless.

Using Gmail, you can easily incorporate emails containing appointment invites into your Google Calendar. You can also create a work appointment with your team via Gmail or Google Calendar and directly schedule a video conference link through Google Meet.

Cons

The only downside of Google Calendar is that its design is plain and lacks Material design. However, Google has done a great job with this app as it makes scheduling meetings more straightforward and accessible.

Cost

You can access Google Calendar for FREE if you have a Google account. You can easily find your calendar inside your Gmail, which makes it easy to access.

File-sharing Tools

File-sharing tools make collaboration a lot easier for the team. Most file-sharing software now includes simultaneous editing for multiple users, and several options are available for free.

7. Google Drive

Google Drive is cloud storage that you can also use for file-sharing. It is one of the most potent tools because it allows you to create the document in itself and share it easily for submission or collaboration.

Pros

Google Drive is compatible with various devices and can access by multiple devices. Aside from file-sharing, Google Drive also provides Google Docs, Google Sheets, Google Slides, and other productivity tools. You can instantly access these tools as long as there is an internet connection. 

Google Drive allows these Google-created files to be shared easily. It has free storage of up to 15GB, and you can effortlessly search files with its excellent user interface. Security features are also not a problem, with Google servers considered the best in securing computer systems. It is also compatible with Microsoft, so documents from Microsoft 365 can be easily accessed using Google Drive.

Cons

As mentioned previously, Google Drive requires an internet connection. Google Drive also limits the free storage space to only 15GB, so storing files for a long time is not ideal.

Cost

Google Drive has FREE 15GB storage. To upgrade, you need to subscribe to Google One, as mentioned earlier. The Basic Plan gives you 100GB of storage for only P889 per year or P89 per month. Meanwhile, the Standard Plan offers 200GB of storage for P1,499.00 per year or P140.00 monthly.

8. OneDrive

The Microsoft 365 subscription comes with OneDrive, Microsoft’s cloud service that lets you connect to all your files. Like Google Drive, OneDrive allows you to store and protect your documents, share them, and access them on any device.

Pros

OneDrive allows you to access your files anytime and anywhere. You may find yourself in a situation where you need to create a document and share it as soon as possible, but the problem is you are not in front of the computer. OneDrive lets you access your files via tablet, phone, or laptop. All you need is a good internet connection.

Microsoft uses strong encryption, protecting your data during transit and rest. Aside from this, OneDrive allows you to limit how much bandwidth you are willing to use for uploads and downloads. It lets you place limits on the devices allowed to synchronize files. These customization features make your data super secure.

Cons

OneDrive comes as a subscription service. Once your subscription expires or you cancel, your account will be disabled immediately. Your files will still be accessible for printing, downloading, and sharing. Still, you won’t be able to edit or upload new documents in the drive.

Cost

OneDrive has FREE 5GB storage. If you want to upgrade to 100GB of storage, OneDrive can be purchased as a standalone plan for only P1,199.00 per year or P119.00 monthly. 

However, if you want the whole Microsoft experience, Microsoft 365 allows storing files up to 1 TB (1000GB). For a virtual assistant or an aspiring virtual assistant like you, you may opt for Microsoft 365 Personal, which costs around P3,499.00 per year or P340.00 a month.