The Top 5 Platforms Every New VA Needs to Know
One of the most common questions I get from new and aspiring Virtual Assistants is, "What programs do I need to know?" Whether you're just getting started or you're in growth mode with your VA business, this question is important for the long-term success of your business.
Here's the thing—there are a lot of tools out there. From client management to content creation, your clients will likely all use different software to run their businesses. It’s nearly impossible to predict what specific platforms each client will want you to master. But the good news is you don’t need to know every single program on the market to start your VA business.
Instead, I want to share the tools I recommend you use to grow and streamline your own Virtual Assistant business. These are the programs that have helped me build a successful 6-figure VA business. If your clients aren’t already using them for their own businesses, they’ll love you for introducing them—trust me.
Now, I want to make something very clear—having the right tools is essential, but the way you use them is even more important. You could have access to every productivity tool in the world, but if you're not leveraging them properly or implementing them into your daily routine, they're not going to benefit your business.
The tools I’m about to share have been game-changers for me. And while they might sound familiar, I’m going to explain how you should be using them in a way that directly impacts your business growth. So, let’s jump in!
Loom: Client Communication Made Easy
One of the most powerful tools in my VA arsenal is Loom. If you’re subscribed to my VA Vortex videos (and if you’re not, you can do that here! 😉), then you’ve already seen this tool in action! Loom is an incredibly versatile platform that allows you to record your screen or just yourself.
Whether you're explaining a complicated task to a client or delivering a project update, Loom replaces the need for another long Zoom meeting because you can visually communicate your ideas.
Here’s how I discovered Loom’s power: A while back, I had a client in Australia, and scheduling weekly calls with them was becoming a nightmare. With a 16-hour time difference, one of us always had to wake up at a ridiculous hour. It just wasn’t working.
Then I found Loom. Instead of trying to coordinate calls, I started sending quick video updates through Loom. I explained project statuses, walked through tasks on my screen, and the whole process still had my personal touch—all without needing to sync up our schedules.
With Loom, you can leave comments directly on the video, and your clients can even respond with their own Loom videos. This creates an ongoing conversation, even when you're not able to hop on a live call. Plus, it helps build stronger client relationships because they get to see your face, hear your tone, and feel your enthusiasm (or concern) about a project.
Another reason Loom is a must-have? You can use it to send personalized pitch videos to potential clients. This adds a personal touch that emails can’t quite capture, and the best part is you’ll know exactly when your prospect has watched it thanks to Loom’s view alerts.
Toggl: Mastering Time Management
Toggl is a user-friendly time-tracking app that helps you get a real handle on where your time goes. And I’ll admit it: I used to hate tracking my time. Back when I worked a corporate job, having to clock in and out or keep track of hours felt like such a chore.
But as a Virtual Assistant, keeping track of your time is absolutely crucial, especially if you’re charging clients by the hour or still figuring out how long tasks take. Because here’s the thing: You’d be surprised at how often we underestimate how long tasks take.
By tracking your time in real-time, you’ll gain a better understanding of how many hours you’re actually spending on client work. This information is gold when you’re trying to set rates or move to value-based pricing and will help you understand how much time certain tasks take so you can properly allocate hours and avoid overcommitting.
When you’re just starting with a new client, I recommend doing a 3-month “discovery period” where you track your time meticulously. Toggl will show you exactly how much time you’re spending on each task, giving you the data you need to confidently quote accurate project and task timelines and feel good about your rates.
When you know how much time you actually need for things, you can begin optimizing your workflow, streamlining processes, and ensure you’re charging what you’re worth.
Grammarly: Your Personal Writing Assistant
If you're doing any kind of writing as a Virtual Assistant (and trust me, you are), Grammarly is an absolute must. Whether you’re drafting client emails, writing blog posts, or proofreading your client’s documents, Grammarly ensures that your writing is clear, concise, and professional.
Grammarly goes far beyond a simple spell check. It corrects grammar, offers suggestions on sentence structure, and even analyzes the tone of your message. For example, if you’re writing a business proposal, you want to make sure your tone is formal and professional. But if you’re sending a casual email to a client you’ve built a relationship with, you may want it to sound friendlier and more conversational. Grammarly can help you adjust the tone.
Here’s a real-life example: I once sent a lengthy email to a potential client and, before hitting send, ran it through Grammarly. Not only did it catch a few minor typos, but it also pointed out that my tone was too formal for the type of relationship I wanted to build. I made the adjustments, and guess what? I landed the client!
I really love that Grammarly integrates with almost everything—Google Docs, Slack, and even your email. No more embarrassing typos in important client communications!
ChatGPT: Your Brainstorming and Writing Assistant
You’ve probably heard of ChatGPT, but you might not realize just how much this AI tool can do for your VA business. From content creation to brainstorming, ChatGPT is a versatile tool that can save you tons of time.
However, I want to be clear: Never use ChatGPT’s suggestions verbatim. It’s important to add your own voice (or your clients’ voices) and personality to anything it generates. The beauty of ChatGPT is that it can help you come up with ideas, structure your thoughts, and even rewrite content to fit a specific tone.
For example, let’s say you’re reaching out to a potential client, and you’re struggling with how to make your email sound professional yet personable. You can ask ChatGPT to rewrite your email in a more casual tone or even in the style of a particular celebrity you admire (this is a fun exercise I highly recommend! Try Adele or even Spiderman).
ChatGPT is also an amazing research tool. If your client asks you to pull data or statistics for a project, ChatGPT can save you hours of searching by delivering answers almost instantly. Just make sure to double-check the sources it provides. You can also ask it to do a comparative analysis of competitive products or services, such as if your client is considering which course hosting platform to use for their new program. The sky is really the limit.
Canva: The All-in-One Design Tool
You don’t need to be a Photoshop wizard to create professional designs. Canva makes it possible for literally anyone—yes, even non-designers—to create beautiful, eye-catching graphics.
Canva is one of my favorite tools because of its versatility. You can use it to create everything from social media posts to client presentations. It has templates for everything under the sun, including invoices, email signatures, videos, and more.
When I first started as a Virtual Assistant, I used Canva to create my pitch decks, social media content, and client presentations. I still use it every day! All those templates take the hardest part of the work out of the equation because I don’t have to start from scratch.
Here’s a pro tip: Use Canva to create custom branding elements for your VA business, like your logo, headshot, and client proposal pitch deck. By having a consistent visual identity, you’ll look more professional and put-together, which can make a big impact when you’re pitching to potential clients.
Bonus Tool: Wired Headphones for Clear Communication
Now, I know this might sound a little old-school, but I promise you—wired Apple headphones are a secret weapon in the Virtual Assistant game. If you’re working remotely and hopping on client calls from coffee shops, airports, or other noisy environments, good sound quality is a must.
AirPods are great, but they tend to pick up too much background noise or short out at the worst moments. Wired headphones, on the other hand, deliver clear audio quality and have a reliable built-in microphone. I can’t tell you how many client meetings I’ve taken while travelling, and these wired headphones saved me from sounding like I was in a wind tunnel!
Your clients will appreciate the clear communication, you’ll come across as far more professional, and they never run out of battery. Just plug them in, and you’re good to go!
It’s Time to Level Up Your VA Business
Remember, it’s not about learning every single tool out there. It’s about mastering the tools that will have the greatest impact on your business. The tools we’ve covered—Loom, Toggl, Grammarly, ChatGPT, Canva, and yes, even wired headphones—are the building blocks of a successful Virtual Assistant business. Incorporating them into your workflow will help you streamline your processes, manage your time more effectively, communicate better, and elevate the experience you provide for your clients.
Now, here’s my challenge to you: What’s one tool you can start using today to improve your VA business? Whether it’s mastering Loom for client communication or diving into Canva to create professional designs, take action right now. Remember, success comes from doing, not just learning.
So start small. Pick one or two tools to integrate into your daily routine and see how they transform your business operations. Maybe that means using Loom to send personalized video updates to clients or tracking your hours with Toggl so you can price your services more accurately.
The key is consistency. These tools are designed to make your life easier and your business more efficient, but they’ll only work if you commit to using them regularly.
You’ve got this!
Learn the Top 5 Platforms for VAs in the Virtual Assistant Accelerator
Want some extra support as you build your VA business? Get on the waitlist for the VA Accelerator today and start building the Virtual Assistant business of your dreams. You’ll get the mentorship, community, and tools you need to succeed—because your success is my success, and I’m here to help you every step of the way.
Photo by: Polina Zimmerman
