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25+ of the Best Free Productivity Apps for New Entrepreneurs

 

If you’re like most entrepreneurs, you’re always looking for ways to be more productive and get more done in less time. That’s why we’ve put together a list of the best free productivity apps for all types of entrepreneurs, but especially those just getting started. These productivity apps can help you stay organized, focused, and on track with your goals. From note-taking apps to project management tools, there’s definitely an app that will fit your personal and business needs.

 

What Kind of Productivity Apps Are We Looking At?

 

The best productivity apps are ones that can save you time and help you get more done. That might mean a task management app that helps you manage your to-do list and assign tasks or a time tracking app that keeps you focused. It could even be a productivity app with features that help you create tasks, communicate with your team, or keep track of important deadlines.

Looking for a remote administrative VA to help take some tasks off your hands? Book your free consultation with our Business Growth Experts today!

 

 

25+ Best Free Productivity Apps in 2022

 

Finding the right productivity apps can be a daunting task. With so many options to choose from, it can be hard to know which ones will work best for you. In this article, we’ll look at the best free productivity apps in 2022 and what they offer. Whether you’re looking for an app to help you stay organized or one that can boost your productivity, we’ve got you covered. Download the following best productivity apps free of charge and use them to maximize your day!

 

 

1. TODOIST

Todoist is a to-do list app that helps you keep track of all your tasks and goals. It’s simple to use and easy to get started with. Its key features allow you to create task lists, assign tasks, set due dates, and add notes to each task.

Todoist is one of the best free productivity apps out there but there’s also a premium version that gives you access to more features like team collaboration and project management. You can also use Todoist on mobile devices to help you manage your work and personal life on the go.

 

 

2. TASKWORLD

Taskworld is a project management tool that helps you manage your tasks and stay on top of your day. It’s easy to use and offers a variety of features such as task management, time tracking, team collaboration, file sharing, and more. Small businesses looking for free project management software can use Taskworld because there’s no need to get the paid version if you only need the most basic features. However, as your business grows, you might need to upgrade to the premium version to get features such as unlimited projects and tasks.

 

 

3. ANY.DO

Any.do is a to-do list app that helps you manage your tasks and get more done. Any.do’s main features are the to-do lists, built-in calendar, and assistant. It’s a wonderful task management app as it takes care of your tasks for you, allowing you more time for things that matter. You can use Any.do on mobile or desktop.

 

 

4. NOISLI

Noisli is a productivity app that helps you focus and be more productive. It does this by playing background sound effects such as rain sounds or white noise to help you concentrate on the task at hand. Noisli also has a timer feature (including a Pomodoro timer) to help you keep track of your working hours and avoid distractions. You can use Noisli for free, but if you want more features such as the ability to create your own background noise, you’ll need to upgrade to the premium version.

 

 

5. NOTION

Notion features an intranet-style layout, and it is typically described as a combination of Trello, Evernote, and Paper. It’s a very powerful tool for planning and managing projects as it provides an all-in-one workspace where you can easily manage your entire team as well as your own productivity.

 

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6. HOURS

Hours is a time-tracking app that helps you monitor your work hours and see where you’re spending the most time. This is helpful if you want to stay on task, improve your productivity or work output, or be able to bill your clients for your time. Hours integrates with various other apps and can be accessed through all your devices. The basic version of Hours is free, but if you need more features such as invoicing and team management, you’ll need to upgrade to the premium version.

 

 

7. OTRANSCRIBE

oTranscribe takes the pain out of transcribing interviews, meetings, lectures, and such. You can also use it to transcribe YouTube videos and other audio files in MP3 or WAV format into PDF files or other file formats in just a few clicks. If you run a lot of meetings and need to stay on top of all discussions, this smart automation tool can free up your time to do more important things.

What does an Admin VA do? Learn more about what they are and what they can do for your business.

 

 

8. SHIFT

Shift is essential for entrepreneurs with multiple Gmail and other email accounts. This productivity app lets you seamlessly monitor different email accounts without having to shift between tabs. As a task management tool, Shift helps create a more efficient and streamlined email experience and allows maximum productivity free from distractions. The basic version is free, but you need to upgrade if you want more features such as access to the browser extension and other Google services.

 

 

9. TRELLO

Trello is a popular project management software that allows you to organize and manage all of your projects and recurring tasks using the Kanban method. This top productivity app is free for individuals and is simple to use. Its user-friendly interface is great for planning projects, assigning tasks, project budgeting, and creating to-do lists. Trello is one of the best productivity tools with a mobile app that can be accessed on multiple devices.

 

 

10. EVERNOTE

Evernote is a note-taking app that helps you capture and store ideas, notes, images, and more. This best productivity app for entrepreneurs allows you to access your notes from anywhere and share them with others. The free plan gives you access to most of Evernote’s key features, but if you need offline access, additional storage, Microsoft Office integration, Google Calendar integration, and more, you’ll need to upgrade. There are also mobile apps and desktop versions of Evernote available.

 

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11. GOOGLE DRIVE

Google Drive is a cloud storage service that gives you access to Google Docs, Sheets, and Slides. This productivity app for entrepreneurs allows you to create and edit documents, spreadsheets, and presentations from anywhere. The free plan gives you 15GB of storage, but if you need more space, you can upgrade to one of the paid plans.

 

 

12. ASANA

Asana is a project management tool that helps you plan, track, and manage all your projects from one dashboard. This productivity app allows you to stay up to date with your progress on multiple projects, helps you manage recurring tasks, and gives you a comprehensive view of your team’s progress and workload. The basic functionality of Asana allows you to create and manage projects, create tasks, set deadlines, schedule meetings, track time, and assign tasks to team members. The free personal version of this tool is free for up to 15 users.

 

 

13. CANVA

Canva is a design tool that helps you create beautiful graphics, videos, and all types of visual assets for your projects. It’s one of the best productivity apps for entrepreneurs who want to create professional designs for their websites, social media, and more. Its key features include a wide range of templates, drag-and-drop design, and easy-to-use tools. The free version of Canva gives you access to all its features with some limitations.

Out of design inspiration and creativity? Get expert design help from a seasoned Graphic Designer VA.

 

 

14. BUFFER

Buffer is a social media management tool that helps you schedule and publish your content on social media. Managing social media accounts for a business can be exhausting as you have to publish on different apps and take care of recurring tasks, including content creation, post scheduling, and community engagement. With Buffer, you can manage all your accounts in one place. The free plan lets you schedule posts on up to three channels. If this limits you, you can always upgrade to one of the paid plans that offer more features and integrations.

 

 

15. DROPBOX

Dropbox is a cloud storage service that lets you store and share your files online. This file storage tool allows you to access your files from anywhere, including from iOS and Android devices, and share them with others with just a few taps. The free plan offers up to 2 GB of secure storage and allows you to connect to up to three devices.

 

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16. TOGGL TRACK

Toggl Track is a time management app that helps you keep track of your work hours. This free productivity app allows you to start, stop, and continue your timer with just a click. You can also add notes to your entries and generate reports of your work hours. The key features of this productivity app and time tracking tool include unlimited time tracking, reports, CSV imports, and a Pomodoro timer.

 

 

17. EXPENSIFY

Expensify is an expense management tool that helps you track your business expenses. This budget management app for entrepreneurs allows you to track your mileage, receipts, and credit card expenses. You can also create and manage expense reports and submit them for reimbursement. The free plan gives you access to all the features of this app, but if you need more, you can always upgrade to any of the paid plans.

 

 

18. ZOOM

Zoom is a video conferencing app that helps you connect with others for face-to-face meetings. It’s a great team communication tool that allows you to share your screen, co-annotate, and record your meetings. You can also join meetings from anywhere using the Zoom app on your mobile device. The free business plan gives you 40 minutes of meeting time and allows you to host up to 100 participants. Some key features include group chat, file sharing, and scheduling meetings.

 

 

19. GMAIL

Gmail is a free email service that gives you access to Google Calendar, Drive, and other Google Workspace apps. It’s one of the best and most popular email client options out there, and best of all, it’s free. With Gmail, you can easily organize your inbox, set up filters to automatically sort your email, and take advantage of a host of other task management features that can make managing your email a breeze.

 

 

20. BIT.LY

Bit.ly is a URL shortener whose key features allow you to shorten, track, and share your links. This link management tool also provides insights into how your links perform. You can also use Bit.ly to customize your links and create branded short URLs.

 

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21. CALENDLY

Calendly is a scheduling tool that helps you set up appointments and meetings. This time-saving app allows you to send invitations and track your availability and due dates. You can also set up automatic reminders for upcoming events and other work-related tasks. With Calendly, you are in complete control of your time and how you use it.

Overwhelmed by your packed schedule and have more appointments coming in? An Appointment Setting VA can straighten things out for you.

 

 

22. WAVE

Wave is a free accounting software that helps small businesses manage their finances. With Wave, you can track your income and expenses, send invoices, and create reports. You can also connect your bank account to Wave to automatically import your transactions. Wave offers a free plan for businesses with up to nine employees. Some key features include invoicing, accounting, and bookkeeping.

 

 

23. LASTPASS

LastPass is a password manager that helps you store and manage your passwords. This password management tool allows you to generate strong passwords, encrypt your confidential data, and access your account from anywhere.

 

 

24. SLACK

Slack is a communication tool for teams that need to stay connected. Slack’s key features are primarily for team communication to help everyone be on the same page. It can integrate with many different apps, including Google Drive, Microsoft Office 365, and many more. You can even create Gantt charts in Slack.

 

 

25. SKYPE

Skype is a popular video conferencing app that helps you connect with others for virtual meetings. It’s best known as a communication tool for people who work remotely or in different locations. The free personal plan gives you access to key features like group chat, screen sharing, and video calls.

 

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26. TMETRIC

TMetric is a free productivity app that helps track time for better task management. This time management app allows you to start and stop the timer with just one click, track your progress, and see detailed reports of your work. It can easily integrate with various project management software and helps you accomplish all your tasks efficiently.

 

 

27. BOOMERANG

Boomerang is a free productivity plugin that helps you manage your email. Boomerang’s key features help you prioritize tasks as it helps set up reminders, schedule emails, and get read receipts. You can also use Boomerang to snooze your emails and have them come back when you’re ready to deal with them.

Yearning to scale your business without spending too much? Get in touch with us today for a consultation and learn what we can do for you.

 

More Free Apps and Websites for Entrepreneurs

 

Other than apps for productivity, business owners and entrepreneurs need to know about these other cool apps and websites:

 

 

1. Insight Timer

While Insight Timer isn’t exactly a productivity tool or used to manage recurring tasks, it is an excellent app for guided meditations. Entrepreneurs and small business owners who need focusing and meditation need to check out this free app when work gets overwhelming. One of its key features is that it has over 11,000 guided meditations to choose from. The best part about this app is that it’s completely free and can be used offline.

 

 

2. Forest App

The Forest app is another app that isn’t exactly productivity-related but can help entrepreneurs stay on task. This app helps you stay focused by planting virtual trees. The more time you spend on your task, the more your tree grows. It is a great way to get through important multiple tasks daily. This app is a great way to gamify your productivity and make it fun. Both of these apps are available on Android and iOS devices.

 

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3. TripIt

TripIt is a free app that helps you organize your travel plans so it is perfect for business owners or entrepreneurs who travel often. With TripIt, you can easily keep track of your itinerary, flights, and hotel reservations. It can sync plans with your calendar and to-do list. You can also share your trip details with others and get real-time updates on changes in your plans. You can access more key features when you upgrade to the paid plan.

Need an extra pair of hands or two with your business? Get a Personal Assistance VA to make your life easier.

 

 

4. One Million Cups

One Million Cups is a free nationwide program that helps entrepreneurs connect with their local startup community. This program provides entrepreneurs with the resources and connections they need to grow their businesses.

 

 

5. Shake

Shake is a free app that helps you create legally binding contracts and agreements. This app is perfect for entrepreneurs who need to create contracts on the go. No need to individually open Google Docs to create a document manually or open a Google Drive. With Shake, you can easily create contracts, NDAs, and other legal documents in minutes.

 

Time is such an expensive commodity, and it can be especially hard to come by when you’re starting an online business or any enterprise for that matter. Good thing there are tons of free productivity apps and websites you can use to manage your time better and ensure that every task is accomplished within the required period. The ones mentioned above are just a few of the best apps for productivity that are available for free. By taking advantage of the best free productivity apps and similar resources, you can be on your way to success.

What other productivity tools or apps do you recommend? Let us know what your favorite productivity tool is in the comments below!

 

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Hire Personal Assistant, Get Things Done: How to Get Help Checking Off Your List

Managing your business is fulfilling but also overwhelming at times. On top of your daily leadership responsibilities, you also have administrative and personal duties. While juggling everything can be doable at first, you’ll start to see essential, yet time-consuming tasks crowd your day-to-day tasks list. This is why “Hire Personal Assistant” should be the first thing to tick off your checklist. And because we’re living in a highly digital age, you can hire a personal assistant from anywhere in the world!

A virtual personal assistant may be the missing piece you need to get more done without sacrificing too much of your valuable time.

WHAT IS A VIRTUAL PERSONAL ASSISTANT?

A Virtual Personal Assistant is a professional who remotely provides clients administrative, creative, and technical support. Your personal assistant can be in charge of tasks you normally do yourself but don’t have the time for. A virtual personal assistant can go by different names depending on their work. Examples include “virtual executive assistant,” “virtual office manager,” or “virtual assistant (VA).”

Want to know more about the different types of VAs and what they can do for your business? Schedule a free consultation today!

BENEFITS OF TICKING OFF THE “HIRE PERSONAL ASSISTANT” BOX

There are many reasons why you should avail of personal assistant services. It’s more than just having someone fill your calendar with travel plans and meetings. A virtual personal assistant can help you and your business perform better while relinquishing some of your duties.

RECLAIM YOUR TIME

Maybe you’re time-poor and need someone to help with the overflow of work. Perhaps you want to focus on strategic tasks and leave the nitty-gritty to someone else. It could also be that you often travel and need someone to manage your calendar and stay on top of administrative duties. Hiring a virtual personal assistant will give you time to focus on more important things.

STAY PRODUCTIVE

This may sound ironic, but removing some routine responsibilities from your list can allow you to do more. And by “more,” we don’t just mean more tasks but more value-adding tasks. The routine, time-consuming tasks may be holding you back, keeping your productivity low. An assistant can help you do more by taking some things off your long checklist.

ACHIEVE WORK-LIFE BALANCE

As a dedicated business owner, delegating even something as routine as data entry to a VA may not be easy. But effective delegation paired with open communication makes a business leader more effective. When you hire a virtual personal assistant and manage them well, you’ll have more time and energy for your responsibilities as a business owner and person.

IMPROVE YOUR TEAM

Just because you can do it all doesn’t mean you should. Learning how to delegate can be helpful to your team and, essentially, your whole business. Letting go of some important yet time-consuming responsibilities shows your members that you trust them and their skills. It also means you can avoid obsessing over every little detail and pay attention to the bigger picture, as a business leader should.

COST-SAVING

The cost of hiring a full-time personal assistant can be quite overwhelming. Bosses of larger organizations may get away with hiring executive assistants locally. But the cost of doing so may affect a company that’s still growing like yours. However, that doesn’t mean you can’t manage to get an executive assistant of your own!

Virtual personal assistants or executive assistants can also do the job of an in-office assistant. And the good news? You don’t have to bury your company in overhead expenses to hire one. There’s no need to worry about additional costs like office tools, supplies, transportation allowance, insurance benefits, etc. With a virtual personal assistant, you’re only responsible for their professional fee. And since they can work from home or any location, you don’t have to worry about providing them with office space.

GET GLOBAL TALENT

“Increasing diversity in your workforce while hiring a virtual personal assistant with the right technical and soft skills” sounds too good to be true, but it is possible when you opt to hire a virtual personal assistant. From Latin America to Asia, virtual staffing lets you find the right person for the job wherever they are.

Need more information on impact hiring and virtual staffing solutions? Sign up for a free consultation with our Growth Experts today!

TASKS A VIRTUAL PERSONAL ASSISTANT CAN DO FOR YOU

Just what can a virtual personal assistant do for you? Can they handle booking travel plans? Or manage my calendar? Can they manage simple accounting responsibilities? The answer is: Yes, and so much MORE.

ADMINISTRATIVE TASKS

One of the main reasons why business owners hire virtual personal assistants is that they’re drowning in administrative duties. A well-organized and detail-oriented virtual personal assistant can help take over the following tasks for you:

• Data entry
• Take phone calls
• Schedule meetings or appointments
• Email Management
• Make travel arrangements

CLIENT MANAGEMENT

Keeping customers happy is a must for any business. Personal assistants can be helpful with this goal. They can be responsible for client management-related tasks such as:

• Send meeting invites to clients
• Answer simple client inquiries
• Maintaining your customer database
• Email marketing efforts or newsletters
• Collecting customer feedback

SOCIAL MEDIA MANAGEMENT

Social media marketing is an affordable and effective tool to increase visibility and loyalty for your growing business. But it requires time, effort, and consistency to see results. It can feel like a second job if you’re managing your company’s social media on top of everything else. You can let a virtual personal assistant take care of this task for you while you focus on other areas of your business. A virtual personal assistant can work on social media management duties such as:

• Creating and updating your Google Business Profile
• Creating a social media calendar
• Scheduling posts
• Answering customer queries on different platforms
• Manage ad budgets

OTHER PERSONAL OR BUSINESS-RELATED ERRANDS

A virtual personal assistant is not limited to admin tasks like data entry or scheduling appointments. Once you’re clear about the things you need to get ticked off your checklist, you’ll find the right virtual personal assistant for the job. Here are some of the other responsibilities that a personal VA can do for you:

• Ad-hoc day-to-day tasks
• Basic bookkeeping or accounting
• Online inventory management
• Drafting emails or outreach templates
• Fill out business forms on your behalf (which you will review and sign off before sending)

Do you need assistance with finding and hiring personal or executive assistants? Schedule a free consultation with our Growth Experts today.

THE SKILLS CHECKLIST: WHAT TO LOOK FOR IN A VIRTUAL PERSONAL ASSISTANT

You need a skills checklist if you want the right fit or the best virtual personal assistant to help you with your to-do list. Here are the basic skills and qualities to look for in a virtual personal assistant.

BASIC COMPUTER PROFICIENCY

Virtual personal assistants will be working remotely, so they’ll need to use a computer or a laptop. This makes having basic computer proficiency a non-negotiable for virtual personal assistant candidates.

COMMUNICATION SKILLS

If you don’t want anything to get lost in translation, hire a virtual personal assistant who knows how to communicate effectively. They wouldn’t be working in an office with you, so they must also know how to maximize the availability of synchronous and asynchronous communication tools.

DETAIL-ORIENTED

When you decide to hire a personal assistant, make sure to find one who pays close attention to details. This is especially important when assigning duties such as data entry or bookkeeping, which require accuracy.

FAST LEARNER

With the pace at which technology advances, you’ll need a virtual personal assistant that is quick to adapt and learn. Hiring a fast learner can be an advantage for your business. Perhaps to help streamline processes, you will need to migrate to a new system. Your virtual personal assistant must be able to keep up with changes like this to become a person that adds value to your team.

ABILITY TO FOCUS

Virtual personal assistants need to be able to focus on their assignments even with limited supervision. They should try to minimize distractions by having a dedicated workspace or “home office.” Additionally, they need to know what tools or apps they must equip themselves with to help them concentrate.

RESPONSIBLE & PROACTIVE

Since they’re working remotely, virtual personal assistants must be responsible for ensuring that their projects are up to date. They must also be able to keep that connection with the rest of the team even if they’re away from the office. They can accomplish this by being proactive with sending task updates and not being afraid to ask for clarifications when needed.

VIRTUAL PERSONAL ASSISTANT FOR HIRE: HOW TO FIND THE RIGHT MATCH

Simply going on your favorite search engine and typing in “hire virtual personal assistant” or “hire personal assistant online” might work. But if you want to find someone that’s tailor-fit for your needs, you need to put in a little more effort.

Here’s a quick guide on how to hire a personal assistant:

KNOW THE DIFFERENT ASSIGNMENTS YOU WILL DELEGATE

You must be clear about what you plan to delegate before you hire a personal assistant. Doing this early on will help you create the right job ad to attract qualified virtual personal assistant candidates.

CREATE A JOB AD

Your job ad should contain the following main parts:

• a job description that is brief but gives a clear idea of what your expectations are
• a short introduction about your business
• work arrangement (full-time, part-time, flexible hours, etc.)
• salary range
• details on how to apply or reach you for clarifications about the job description or the role

An informative job ad makes it easier for potential candidates to gauge whether or not they are the right fit for the job. Remember, you’re also competing with other recruiters looking to fill personal assistant positions in their company. Make sure to stand out by being clear about the role and what you can offer.

POST ON JOB WEBSITES TO ATTRACT POTENTIAL ASSISTANTS

You can post your job ad on various recruitment platforms. Make sure to post on platforms that cater mostly to remote workers so that you’ll reach more virtual personal assistant candidates. You can also try posting on your online platforms. Consider adding a deadline for application submission to create urgency. Doing so will also give you enough time to review incoming applications before progressing to the next steps.

SHORTLIST CANDIDATES AND SCHEDULE INTERVIEW

After receiving virtual personal assistant candidate applications, you should start reviewing and shortlisting candidates. Then you can progress with the search by scheduling interviews.

As a hiring manager, you must prepare interview questions in advance. Doing so will help check if the person you’re interviewing and the person on the resume are the same. Interviews are a great venue to get to know the candidates a little bit more. Try to pay attention to how they communicate, their attitude towards difficult questions, and how they talk about their skills and experiences.

EXTEND A JOB OFFER

Once you’ve selected the candidate for the job, it’s time to hire a personal assistant. Send the job offer to the selected candidate. Once they’ve accepted, you can finally conclude that your search for the right virtual personal assistant is over. Make sure to have backup candidates just in case your first choice does not push through with their application. It’s best to be prepared for such scenarios.

START ONBOARDING AND TRAINING

If you have a working team, introduce your new assistant to other employees. Make sure that everyone in your team or company knows the function of your executive assistant or personal assistant. Clarify how the new hire can help you as a business leader and contribute to the company’s growth.

FIND THE RIGHT PERSONAL ASSISTANT WITH 20FOUR7VA

If you want to save even more time and effort, why not work with an experienced virtual staffing company? 20four7VA has a decade of experience helping companies find personal assistants to help grow their business.

We provide end-to-end virtual staffing services to all our clients:

RECRUITMENT

We have a meticulous sourcing and vetting process that will help ensure that you’re getting the right virtual assistant for the job. Our recruitment process includes the following:

• Screening and Sourcing of VA Candidates
• Scheduling of Client Interviews
• Administering Test Tasks
• Background and System Checks
• Other Related Recruitment Legwork

HUMAN RESOURCES FUNCTIONS

At 20four7VA, we do more than seek out personal assistant candidates for you. We provide in-house HR services for a truly quick and easy virtual assistant services experience.

• Virtual Assistant Management: We have standard performance management practices in place. These practices help measure VA productivity and ensure clear communication of expectations.
• Timekeeping: We equip our VAs with a time tracking tool for easier computation of hours worked and management of leaves. This is another measure of productivity and ensures that you only pay for logged hours.
• In-house Training: For a virtual assistant, sharpening and learning new skills is important. They need to stay updated with the latest technologies and systems to perform even better in their role.
• Performance Management: We also offer assistance in administering performance reviews and providing VA incentives.
• Payroll Management: 20four7VA clients don’t have to worry about processing payrolls and checking timesheets. We handle weekly payroll processing as part of our VA services package.

IT SERVICES

20four7VA clients and VAs have access to technical assistance. If you’re experiencing any hardware or software issues, our IT Help Desk is ready to help.

CLIENT SERVICES

We prioritize providing the best customer experience. Clients can count on the 20four7VA team to provide responsive and reliable customer support.

GET THE RIGHT PERSONAL ASSISTANT TO GET MORE DONE

Remember, you don’t need to do everything by yourself. You’re allowing yourself and your business to grow when you learn to let go of tasks that don’t need your full attention. By getting the right personal assistant, you’ll be able to get more done without risking burnout.

So let us help you with your search for the right assistant. Schedule a free consultation with our Growth Experts today!

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Top Virtual Assistant Skills to Look for in 2023 and Beyond

The business landscape is continuously evolving. Whether the change is due to a company’s initiative or external factors, there’s no denying that change is constant. Part of this is exploring alternative staffing solutions and work arrangements, such as hiring remote workers. But not all remote workers are made equal. You need to find one with the right virtual assistant skills to help you move your business forward.

WHAT ARE VIRTUAL ASSISTANTS?

A virtual assistant or VA is a remote worker who provides services to companies and entrepreneurs. Virtual assistant tasks can be administrative, technical, or creative, varying from digital marketing to social media marketing or graphic design to customer service. VAs are usually independent contractors who work for one or multiple clients simultaneously.

TOP 5 BENEFITS OF HIRING VIRTUAL ASSISTANTS

1. FREE UP TIME FOR YOURSELF

   The most common reason why business owners and entrepreneurs hire VAs is to free up time for themselves. Time is a precious commodity; with running a business, there are only so many hours in the day. While one can argue that every single part of the business is important, not all of it needs your singular attention. You can delegate important but time-consuming tasks to someone with the right virtual assistant skills.

2. BOOST PRODUCTIVITY

   Assuming you hired a VA with the right virtual assistant skills, you now have more time on your hands. You can then redirect your attention to the tasks that truly need your attention. This allows you to work smarter and boost the overall company’s productivity. If you have more time and energy for your executive responsibilities, you’ll be able to manage your company better and bring in more money in the process.

3. GET DIVERSE, TOP TALENT FROM ACROSS THE GLOBE

   Virtual assistants have the in-demand skills that companies may need. Choosing to hire a virtual assistant means you’re not limiting yourself to the local talent pool. You’ll have access to other professionals with the right virtual personal assistant skills regardless of location, age, or gender. While it does not directly impact your bottom line, having a diverse group allows you to learn about other cultures and markets. Who knows? Maybe you might even learn some useful phrases for when you travel.

4. SAVE MORE MONEY WITHOUT SACRIFICING YOUR GROWTH

   Virtual staffing solutions are more cost-efficient than hiring an in-office worker, which makes it perfect for small business owners who need more team members to grow. Hiring virtual assistants means you don’t have to worry about office space, equipment, or other related costs. You only need to focus on finding the right remote worker with the best virtual assistant skills for your business needs.

5. FUTURE PROOF YOUR BUSINESS

   Global shifts in the past few years have forced many businesses to reevaluate how they operate. Some have even closed their physical doors for good. Additionally, many online businesses have been gaining traction thanks to the continuous accessibility of the internet and the convenience of online purchases. Regardless of the industry, it’s apparent that those who survive and thrive are the ones who know how to adapt quickly and learn from past mistakes to secure their future.

Virtual staffing is one of the best ways to help future-proof your business. Working with a distributed team somehow forces you to shift the “cloud” as a shared workspace. Doing so allows team members to access files and collaborate in real-time, even if there are instances wherein reporting physically to the office is not an option.

Making a case for hiring a virtual assistant is easy. Even the perceived virtual staffing challenges have simple workarounds. When done right, working with a virtual assistant is convenient and effective.

Want to know more about the benefits of hiring a virtual assistant? Schedule a free consultation with 20four7VA today!

MORE THAN JUST TAKING PHONE CALLS: WHAT VIRTUAL ASSISTANTS CAN DO FOR YOUR BUSINESS

If you’re picturing a personal assistant who takes your calls and brings in your daily reports when you enter the office, then you need to set your expectations a bit higher. A virtual assistant can handle your calls and send you your morning reports virtually. But they can also do a lot more than that.

ADMINISTRATIVE SUPPORT

• data entry
• calendar management
• scheduling appointments
• email management
• booking travel and restaurant reservations
• basic bookkeeping
• other administrative assistant tasks

Want to know how a calendar management VA can help you boost your productivity? Read our blog or talk to our Growth Experts today!

CUSTOMER SERVICE

• answering queries of existing or potential clients
• handling complaints from customers
• crafting customer handling spiels
• administering customer feedback surveys
• consolidating customer feedback
• and more

DIGITAL MARKETING & SOCIAL MEDIA MANAGEMENT

• developing a digital marketing strategy
• planning your social media calendar
• SEO
• setting up and managing your social media accounts
• monitoring of Facebook groups and relevant platforms
• email marketing and email automation
• management of ad spend
• post-performance reviews of campaigns and other efforts
• handling of online inquiries and concerns
• crafting of collaterals like marketing emails and newsletters
• and many more

CREATIVE DESIGN

• graphic design of business logo and other branding collaterals
• making aesthetically pleasing, on-brand internal and external presentations
• video editing for online posting or organizational announcements
• and other creative design-related tasks

ECOMMERCE OR ONLINE STORE MANAGEMENT

• order fulfillment
• product listing creation
• customer follow-ups
• inventory management
• returns processing
• and more

IT SERVICES

• website design and development
• software development
• cybersecurity services
• app integration
• and many other IT-related services

BUSINESS DEVELOPMENT

• lead generation
• lead management
• warm and cold calling
• database management
• competitive research
• and other leads or revenue-generating tasks

Do you have more specific tasks in mind? Let us know! Sign up for a free consultation with our Growth Experts to discuss your business needs.

WHAT SHOULD BE ON YOUR VIRTUAL ASSISTANT SKILLS LIST

THE FOUNDATION: SOFT SKILLS FOR VIRTUAL ASSISTANTS

The most important skills needed to be a virtual assistant might not be what you expect. A good virtual assistant must possess these top skills that may be difficult to measure. But with a thorough screening process, you’ll manage to find the VA with the following soft skills:

EXCELLENT COMMUNICATION SKILLS

To do their jobs well, VAs need to communicate effectively. Remote work requires open and clear lines of communication. A VA must also know how to properly use both asynchronous and synchronous communication tools to stay aligned with the client and allow seamless collaboration.

TIME MANAGEMENT

Deceptively “easy” tasks such as data entry can be time-consuming. If you include that plus other possible assignments, a virtual assistant without time management skills may become overwhelmed.

WILLINGNESS TO LEARN

You need someone willing to learn. Whether upgrading an existing skill or learning a new one, a virtual assistant must be open to learning to make the training stick.

RESPONSIBLE & SELF-SUFFICIENT

Self-motivation is something a virtual assistant should know how to do. Without an immediate superior that’s physically around to supervise them, they must be responsible enough to complete tasks and send updates. Additionally, they must be able to troubleshoot minor issues by looking back on past training materials or doing some online research.

You may wonder, why are soft skills at the top of the list? The answer is simple: teaching a technical skill is easier than changing someone’s behavior or attitude. Virtual assistant training and coaching can help VAs improve in areas where they need more guidance, but they must be motivated enough to learn.

Do you need help finding a virtual assistant with the right soft skills? Read our VS101 piece on VA Sourcing and Hiring, or sign up for a free consultation!

THE ESSENTIALS: BASIC VIRTUAL ASSISTANT SKILLS

What skills do you need to be a virtual assistant? The skills listed below are what you should expect from any type of VA. These essential skills should be your non-negotiables.

COMPUTER PROFICIENCY

Aside from an internet connection, a virtual assistant’s most important hardware is their computer or laptop. This is their digital workplace where they can communicate with clients and complete their tasks: data entry, email management, and digital marketing. A virtual assistant must have at least basic computer skills to administer their services to their client.

WRITING SKILLS

Possessing solid writing skills is a must for every virtual assistant. While virtual meetings are a part of remote work, most virtual assistant communication will be via email and messaging apps. Nobody expects all VAs to be the next Hemingway or Jane Austen, but they must be able to write in a professional tone and avoid basic grammatical errors. They must also be able to know the balance between keeping things short and easy to comprehend.

REPORT CREATION

Virtual assistants must know how to conduct online research or collect data from other reports. While data collection is important, VAs should also know how to translate the information into visual and actionable reports. They must know how to use programs like MS PowerPoint or Google Slides as visual aids for the client. Aside from creating presentation decks, VAs should be able to create spreadsheets for simple reports like budget usage and even their weekly productivity reports.

FOR THE PRESENT AND THE FUTURE: TOP SKILLS TO LOOK FOR

ANALYTICS

Digital developments give companies access to valuable data points about their customers and the global market. This access to information is important in creating data-driven strategies. VAs who know how to use analytics tools such as Google Analytics, Power BI, and other tools can become a great help.

VAs skilled in analytics can help you understand your website traffic, social media engagement, and email marketing campaign results. With their help, you can fine-tune your strategies to get better results.

ARTIFICIAL INTELLIGENCE

Artificial intelligence (AI) application in businesses is still in its early stages. However, there are already several ways VAs can make use of AI to improve their services and even content. VAs with knowledge of artificial intelligence and the right skills to maximize it can help businesses become more productive.

INFORMATION TECHNOLOGY (IT) SKILLS

Aside from the internet and computer skills, every virtual assistant should also have basic IT skills. This includes being able to troubleshoot minor issues either by looking back on past training materials or doing some online research. VAs must know how to do a basic checkup of their equipment to ensure everything is in working order.

VAs with more advanced IT skills can help companies improve their platforms. For example, they can help user experience by fixing bugs and addressing page loading speed issues on the company website. Aside from platform improvement, IT-savvy VAs can also help businesses with software and app integration.

FAST LEARNER & ADAPTABLE

This is related to the foundational soft skill, willingness to learn. Someone willing to learn and can do it quickly adds to a company’s ability to be flexible and weather different challenges. Hiring an adaptable, fast learner should be a part of any company’s future-proofing strategy.

Want to learn more about future-proofing your business? Visit the 20four7VA blog or schedule a free consultation with our growth experts!

GRAPHIC DESIGN / PHOTO AND VIDEO EDITING

We are living in a world where content is king. Aside from written articles, branding, infographics, and even videos are now used to capture attention and deliver messages. This is where a VA’s graphic design skills come in handy. With the help of a VA, companies can save on costs by having someone in-house create their visuals instead of hiring a separate agency.

BILINGUAL SKILLS

If part of your business strategy is to enter new markets or countries, it will help to work with a bilingual or multilingual virtual assistant. Hiring one can help localize marketing and sales efforts, ensuring nothing gets lost in translation. Thanks to remote work, companies have access to bilingual VAs worldwide. This makes it easier for them to hire the talent they need to expand to new territories.

Have a particular virtual assistant skill in mind? Sign up for a free consultation with our Growth Experts. We’d be happy to discuss your business needs!

FINDING A VIRTUAL ASSISTANT WITH THE RIGHT SKILLS

As a business owner, you’re already handling many responsibilities, making recruiting the right virtual assistant overwhelming. Working with a virtual assistant business with a proven track record can help you save time, effort, and money.

BENEFITS OF WORKING WITH A VIRTUAL ASSISTANT BUSINESS LIKE 20FOUR7VA

1. EXPERIENCED VIRTUAL STAFFING COMPANY

   We have a decade of experience finding the right virtual assistants for our diverse client base and take pride in embodying our company values in all client and VA interactions. 20four7VA has the know-how on the best remote work practices to help make remote work for you.

2. COST-EFFECTIVE STAFFING SOLUTION

   Virtual staffing services are a cost-effective way to get talent without overshooting your budget. You only pay for the hours worked without worrying about bloated overhead costs. We can help you take this further. Based on our consultation, we can tailor fit your needs further with the option to scale up or down.

3. DEDICATED CLIENT SUPPORT

   20four7VA’s clients are assigned a dedicated customer support officer. This ensures that you always have someone to help you with any questions or concerns that you may have. When working with 20four7VA, you can rely on getting a satisfying customer experience.

4. FAST TURNAROUND

   At 20four7VA, we don’t take time for granted. We value our clients’ time and work to get the job done as soon as possible. We can search our existing pool of virtual assistants to find the right VA for the job. If you are looking for a virtual assistant with more specific skills, you can discuss your requirements with 20four7VA’s growth experts.

5. FULL-SERVICE VIRTUAL ASSISTANT STAFFING COMPANY

   We offer our end-to-end virtual staffing services to make virtual staffing a convenient experience for clients. We don’t just stop at finding you the right virtual assistant. We offer the complete package:

• • VA Application Screening
  • Scheduling of Candidate Interviews
  • Administering or Test Tasks
  • Candidate Vetting or Background Checks
  • VA System Checks (Must meet the minimum internet speed and laptop or computer requirements)
  • Onboarding
  • In-house Training
  • Virtual Assistant Management
  • Weekly Payroll Processing
  • Performance Review

Finding a virtual assistant that’s the right fit for you means finding one with the skills and attitude aligned with your needs. To know more about how we’ve helped our clients meet their goals, check out our website’s client reviews section.

If you’re ready to find a virtual assistant that’s the best match for you, then it’s time to schedule a free consultation with our Growth Experts!

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People of 20four7VA : Zaeem

 

Welcome to the People of 20four7VA series! Every month, we chat with a team member and find out what they do at 20four7VA, what keeps them here, and how they make remote work work.

This month, let’s get to know Zaeem, 20four7VA’s Finance Manager, who recently celebrated his second work anniversary with 20four7VA.

As a finance manager, Zaeem’s main responsibilities include managing the company’s cash flows and ensuring business profitability. While numbers and financial reports take up most of Zaeem’s day, he unwinds by watching sports, spending time outdoors, and dining with friends.

 

WHAT DO YOU DO AT 20FOUR7VA?

 

My role requires a lot of analytics and overseeing budgetary matters. I ensure that measures are in place to provide accurate financial reports that will help the company with the following:

• Projecting profitability
• Financial risk management
• Informed financial decisions

 

WHAT’S ONE THING THAT PEOPLE SHOULD KNOW ABOUT OUTSOURCING/VIRTUAL STAFFING?

 

Virtual staffing offers many advantages over hiring locally. The main one is that you can access a bigger pool of skilled candidates worldwide. You won’t find yourself stuck in a scenario where you have difficulty filling an open position due to a limited candidate pool.

 

WHAT ARE YOUR TOP 3 TIPS FOR SUCCESSFUL OUTSOURCING/VIRTUAL STAFFING?

 

1. If the role requires decision-making, hiring an experienced VA is best.
2. I recommend hiring two VAs for 20 hours/week instead of one for 40 hours/week.
3. When choosing between shortlisted candidates who are almost equal in skills and experience, go for the one with better communication skills.

 

WHAT’S ONE THING THAT EVERY VA/REMOTE WORKER HAS TO KNOW?

 

You should always maintain confidentiality. The client’s information should be kept secure even after your contract ends.

 

WHAT ARE YOUR TOP 3 REMOTE WORK TIPS?

 

1. Be your own manager. Try questioning your own ways of working or approach to work. Doing so will help you go further.
2. Don’t be afraid to ask for clarification. Making a mistake is more dangerous than asking a potentially embarrassing question.
3. Manage your time skillfully. Good time management will help move all assignments forward, ensuring nothing gets left behind.

 

WHAT EXCITES YOU ABOUT WORKING WITH 20FOUR7VA?

 

I have found something I’ve been looking for in my previous jobs: autonomy. I enjoy the flexibility and freedom to work at my own pace. This way, I can consistently express myself fully and bring my best self to work every day.

 

WHAT MADE YOU DECIDE TO WORK WITH 20FOUR7VA?

 

As mentioned, I liked the flexibility that 20four7VA offered. Additionally, the role I was offered was an area of expertise and previous work experience.

 

3 THINGS YOU LOVE:

 

1. Spending time with my children.
2. Going outdoors and dining out with friends.
3. Watching sports.

 

WHAT’S A MOTTO YOU LIVE BY?

 

Let go of who you think you’re supposed to be. Embrace who you are.

 

Thanks for taking the time to chat with us, Zaeem!

 

Want to work with a company that will give you a pathway to growing your VA career? If the answer is yes, we’d love to work with you! Explore our open jobs or get in touch! We’re always excited to find global remote talent like you!

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