4 Apps You Should Have When Working with Virtual Assistants

As a business owner, I always find myself on the go. Thanks to modern-day apps, communication is easier.

There are a lot of useful apps that you can download on your mobile phone or desktop. However, with millions of apps out there, how will you know which one to use?

I’m sharing my top recommendations below.

Communication apps

These are the most widely used apps with over 450 million active users. With so many messaging apps today, it’s hard to choose which ones are best for business.

Here is what works for me:

Skype is one of the most famous communication apps for businesses. It has tons of features suitable for business like audio and HD video calling, call recording and live subtitles, smart messaging, screen sharing, and private conversations.

Skype can be accessed across all devices: phone, desktop, tablet, web, Alexa, Xbox, etc. It can be accessed almost anywhere!

Skype is free to use unless you want to buy credits to make calls to landlines and mobiles.

Skype for Business comes with a separate app than Skype, which costs $2 per month, per user. This lets you add up to 250 people to online meetings, integrates into your Microsoft Office apps, and allows you to manage employee accounts.

Skype gives you the ability to leave a two-minute voice or video message to your VA straight after a meeting. Plus, you can stay in touch on the go thru mobile.

Zoom is a good tool for video conferencing. It combines online meetings, video conferencing, mobile and chat. With this software, you can have multiple people in a video call without an actual connection in contacts.

Zoom Basic can do a lot of things for free. It hosts up to 100 participants with unlimited 1-on-1 meetings. There’s a 40-minute limit on group meetings but with an unlimited number of meetings, you could always call again.

They have Zoom Basic, which is free, Pro is at $14.99 per month per host, Business and Enterprise at $19.99 per month per host.

File storage apps

It’s important to have a secure location to save all files. Files can be stored in the cloud securely as long as you store them in a safe file storage app.

I recommend that you download the software on your PC, and get its app version on your phone. This way you can instantly access the files you need.

There are 2 file storage apps I recommend to clients.

Dropbox and Google Drive offer cloud storage and file synchronisation. With these two, you can share and access files through your computer or mobile.

Both apps have SSL encryption, that assures all files are kept private and secure.

Google Drive lets you edit and create files in the drive. Security is never an issue! Your files are kept private, and you decide who and where you can share it.

The best thing is that you can also use it offline!

Dropbox offers cloud storage, file synchronisation, personal cloud, and client software. All files stored here are private unless you share links to files or share the folder with others.

This app is free unless you want to upgrade your plan to Dropbox Business. The price depends on the additional features you may need.

Dropbox Business Standard is AU$17.50, Advanced is AU$27.50, and Enterprise has customisable solutions so the price will vary.

Project Management apps

Project Management apps help initiate, plan, execute, control and close the work of a team for specific goals to be achieved within the given constraints. These tools are terrific for project and time management.

There are 3 apps that I’ve used with my staff:

Trello is an amazing tool, the visual boards are flexible, shareable, and let you add lots of details into each card. You can also use it to organise anything!

The free version offers most of the features you need on a task manager app. Honestly, I don’t think you’ll need more than what it has. In case you want additional features (i.e. advanced search functionality, task dependencies, custom fields and priority support) you can upgrade to Business Class at AUD$9.99 per month.

Asana’s visual project plans show every step, pinpoint risks and eliminate roadblocks even with last-minute changes.

Asana Basic is free, but with more features (i.e. an increased number of users and administrative access), you can purchase Premium at AUD$9.99 and Business at AUD$19.99 per month.

Monday is also a great assistant to help plan, organise and track projects. You can see everything in one visual, collaborative space.

However, Monday is a paid app and their rates are Monday Basic at AUD$39, Standard at AUD$49, and Pro at AUD$79 per month.

Calendly is my favourite app to date. It is an amazing scheduling software that allows people to book in time on your calendar instantly.

Calendly has three plans — Free, Premium, and Pro. The Premium plan costs AUD$8 per user per month. The Pro plan is priced at AUD$12 per user per month.

This is an essential app for me. How do people operate without Calendly? It’s just the Best. Tool. Ever.

Other Apps

Included in my recommendation list are these 2 recent discoveries – Loom and JotNot.

These apps help record video conference meetings and digitising hardcopy paperwork on the go.

Loom is a useful tool that captures your screen, record your front-facing camera, and narrate it all at once. After recording, a link will be provided for easy sharing. This is really helpful in giving instructions and tutorials.

Loom Basic is free and Loom Pro is AUD$10 per month which includes additional features.

Jotnot Scanner is the easiest way to save a digital version of your paper documents. It enables your phone to scan files into PDF, email them, or save them into a cloud storage facility like Dropbox or Google Drive.

With this app, there is no need to ever keep receipts, paper records, notes, etc. You can scan anything, easily share your scans and they have lots of additional features!

JotNot is free to use indefinitely. There is a one-time Upgrade to Pro for in-app purchase, which is available for unlimited scans and other advance features.

Thanks to these apps I’m able to manage VA Platinum even when I’m travelling and not at my desk.

Are you using all or some of the apps I mentioned above? Do you have other recommendations? Let me know in the comment section! 

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