My independent assistant tools
Are you thinking of starting up as an independent/virtual assistant? Or maybe you're just curious to know what tools I personally use?
When I first started working from home and then self-employed, I tested a lot of platforms, applications, and products before I decided on what I use today. In this article, I'm going to tell you about the main ones.
There are of course the logical tools, such as a performing computer and a stable and reliable internet connection, but there is also a whole range of other tools that I personally could not do without today.
Computer equipment
I work mainly with a 13" MacBook Pro, although I also use my PC from time to time, and I have a second 30" monitor which makes it much easier to work with several windows at once. I also have a colour printer, a scanner, a label printer, and other "gadgets" that need not be mentioned.
Some people like to save all their work on an external hard drive. Personally, I prefer an online backup service that also allows file sharing and collaboration: Dropbox. I can access my documents from almost anywhere and it gives me a permanent backup in case of computer problems!
There are several other document sharing/backup systems such as Google Drive, iCloud, OneDrive, and many more. It's up to you to find the system that suits you, they all work in a similar way.
Software, platforms, and applications
The list could be very long, so I'll restrict it to tools that I use frequently and by their use:
The basics
(as far as I am concerned, anyway)
I don't think it's necessary for me to go into detail, but the Microsoft Office Suite has to be at the top of this list. I use it every day, whether it's Word, Excel, PowerPoint, or Outlook.
Some documents need to be secure for presentation and sharing, and readable regardless of the software, hardware and operating system used. To do this, I use Adobe Acrobat which allows me to convert all my documents to PDF and even edit them if necessary.
Communication
For video calls/meetings, I use Skype or Zoom which have a workspace for real-time communication and meetings. They enable screen and file sharing as well as private chat rooms during video calls. Both are free to use with a small team, but Zoom can accommodate larger groups for a fee.
As far as audio communication is concerned, the good old phone remains the basic tool. If I need to leave short messages, I sometimes opt for WhatsApp, which I use mainly for “instant" messages. Otherwise, written communication is done via e-mail with Outlook and/or Gmail.
Productivity, project, and time management
The obvious and essential tool is a calendar! In my opinion, it is the first and most important step in time management and also in productivity, and for some, it may be enough. Depending on whether it's my private or professional calendar, Calendar (Mac), Google calendar and/or Outlook are my daily tools, with iCal on my iPhone.
Each one allows me to add or share a specific calendar, so organising schedules is no longer a problem! I can therefore manage and control the numerous activities of my clients.
Effective remote working means being able to manage projects efficiently! One of the most important resources is a project/time management tool.
After trying Trello (an online application that comes in columns for dragging cards, where you can insert to-do lists, back planning, and checklists. It is a collaborative tool for editing and intervening in the management of cards in real-time), which I found a little too complex for my needs, I discovered ClickUp.
This application allows me to keep track of my to-do lists, project management, goal tracking, time management, resource management, team collaboration, and more!
File sharing tools
As mentioned in my introduction, I use Dropbox, not only to back up my files but also to share them. I can share a single file or an entire folder and then cancel the sharing if needed.
When I need to transfer a large file, I often opt for Wetransfer, which allows me to send up to 2GB in its free version.
And of course, for all Google account holders, there is the Google suite!
Digital communication
I use WIX and its extensions to do many things, starting with websites (including my own). I like the ease of use of the platform and the multitude of other features, especially the blog module and e-mail marketing.
Social media
Nowadays, having a website is not enough, you also need to be present on social media. There are many, but the ones I use are LinkedIn, Facebook, Instagram, and Twitter.
To plan and publish my posts, I use Buffer, an online software for social media management. Among other things, it offers the possibility to schedule posts on Twitter, Facebook, Instagram, and Linkedin.
Design
To illustrate my publications, I use Canva, a graphic design platform that allows me to create graphics, presentations, posters, documents, in addition to visual content for my social network posts.
On rare occasions, I also turn to Adobe PhotoShop to do simple image editing, but I am by far not an expert and prefer to leave this software to the specialists (I am lucky enough to know 2 of them who help me when needed)!
How about you! Do you use these same tools or do you have any others to suggest? Feel free to talk about your favourite tools in the comments or contact me to discuss them!
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