Systems Virtual Assistants use to support businesses

Systems and apps a Virtual Assistant uses

Wow is all I can say, there are so many systems and apps a Virtual Assistant uses.  Having come from a Corporate environment for 25 years, you get used to the systems you use.  I am proficient in Outlook, Word, Excel, and PowerPoint.

Systems and Apps a Virtual Assistant uses - New start – new systems to learn

When I started out on my Virtual Assistant journey, I was a little overwhelmed with all the different systems you and apps you could use.  Obviously not all Virtual Assistants use the same apps or have the same skills but there are so many tools to choose from.

Obviously, there are hundreds of tools which I will not go into or have not even come across yet.  Here you will find some I have used and may help you with your business as well, so definitely worth a read.

Time Tracking Apps

Obviously when using a Virtual Assistant, you want to know how long they have been working on your project/work.  A lot of VAs use time tracking apps.  You install them, click the button when you start on a client’s work.  Stop the timer when you have finished, and it tracks to the minute how long you have been working.  At the end of the month you can run a report on different clients, which you can then use to produce invoices.

The app I am using is Toggl track.  It is fab, you can add an extension to your Chrome web browser so there is a little button to click which you can see all the time.  Toggl is free for up to 5 team members.

There are many others you can use such as Timular or Clockify, but you need to find one that suits your needs.  Worth having a play around.


If you run a business, post on social media, or write blogs, Canva is an amazing app.  Honestly cannot believe I have never heard of it before now.  It is a tool that can create beautiful designs.  Honestly, it is a life saver and a very clever tool.  There is so much you can use it for, and they are making improvements all the time.

You can start from scratch and design your own image/document, or you can start with a template.  There are thousands of templates to choose from.  You could use this for Facebook/Instagram/LinkedIn posts.  Maybe you could design business cards, proposal documents, presentations, or letterheads.

You produce the design, then you can download it in so many ways including a link to a web page, PDF, or JPEG.  You can even use it to get something printed and sent to you.

There is a free version and there are so many free templates/photos/elements to choose from, but there is also a paid for upgrade version where everything is free – Canva Pro.

Along with Canva there is getstencil.  I have quickly played with this one, but not much.  Everyone has a preference on which one they prefer, and I must say I love Canva.

I produced my bio on Instagram using Canva which enables you to link to various documents, your webpage, social media, profile document, whatever you want to put on your Bio.  Check it out here.  All fully clickable links.

Social Media Schedulers

Busy people like to schedule social media content in advance.  That way they know they are still getting their face out there at regular intervals, but they are not tied to their desk having to post regularly.

I have been using Hootsuite which is very clever.  You link up your social media accounts.  You write your posts, add your media and schedule it for a day you want it to be posted.  It allows you to reply to comments all within the tool plus you get analytics.  I am currently using the free version to see how I get on with it.  So far so good.

There are so many schedulers available and again, this is a ‘try and see what fits you’.  ContentCal, SmarterQueue, Loomly, some are obviously more expensive than others.  Some are free, but only allow you to schedule so many posts at a time.  So, it really depends on how much you would use it.

For Instagram and Facebook posts I am also using the Creator Studio by Facebook.  Algorithms often do not like it when you use schedulers, so using the Creator Studio by Facebook helps with Facebook and Instagram scheduling as it is owned by Facebook.

Creator Studio is easy to use. Again, you write your post, add your media, choose your date you want to post and schedule.

Round up

Hopefully, this will give you some ideas on different systems to try.  I would love to hear what you use if any or what you recommend.  Drop a comment below.

If anyone you know, needs some help with social media scheduling or how to use any of the above, please get in touch, I would love to help.  Check out my services page to see what I can offer.

Please share on your social media: