When you manage a Virtual Assistant team, the Internet is your lifeblood. Communication, collaboration, and completing projects all happens (at least in some part) online. Fortunately, there’s an online tool to assist you at every stage of work. Here are our favorite tools for building your virtual team.
Communication
- Skype: You need to talk to your team, from going over project details to bouncing off
ideas. Skype offers text, audio, or video communication for one-on-one or group conversations. You can tailor your communication to your team’s needs (oh and you can even send files!) Team members can download Skype for their computers, tablets, and/or mobile phones.
Project Management
- Asana. Asana is great for organizing collaborative projects. Members can make a
project, then create and assign tasks in a to-do list format. Tasks can be delegated to one or more team member and can include deadlines, descriptions, and files. Tasks can also repeat (for example, social media engagement twice a week for a certain client). Team members can also view only the tasks assigned to them. It’s a great way to keep track of the many tasks your team needs to complete. The free version allows unlimited projects and tasks for 15 team members. Need even more? Of course, they have an option for that. - Trello is a great visual tool for managing the steps within projects. It’s like a virtual board where you create columns (like “to do this week” or “blog ideas”). You add cards in each column, which you can easily move around. Labels, due dates, attachments, checklists, and other team members can be added to the cards. The free website and app allows for an unlimited number of boards, cards, and teams.
Document Sharing
- Google Drive. Google Drive is so easy to use. Documents are autosaved and
stored in a cloud. You can grant access to members of your team for different documents, and they can make edits directly into the document (and these edits can be viewed by everyone). No more downloading, uploading, and trying to remember which version is the most recent. You can easily organize documents into folders, and the free version provides 15 GB of storage. - Dropbox has several different levels of options from free accounts to business models depending on the size you need. There are easy sharing links available and you can make folders public or private. It is a great way to store all those files that are too big to put anywhere else.
Scheduling
- Trying to schedule a meeting can be a head ache. You send out an email with times
you’re available, get back five lists of times, and spend minutes trying to find the overlap. Doodle allows you to make a checklist of dates and times you’re available. Each team then clicks the bubble of times they’re free. At a glance, you can see which time slot fits every team member. Scheduling can now take seconds.
These five tools are a great starting point to growing your business while on a budget. But there are many more you should be taking advantage of! Check out my guide “32 Free Business Tools to Elevate and Grow Your Business When on a Budget” for a more extensive look at the tools you should be using.
As your team grows and your needs change, there are many paid apps that are wonderful additions to your business as well. Make sure you are forward-thinking and find tools that can grow with you.
Looking to grow your virtual team? Reach out to Alpine Small Business Solutions! We’d love to help with any aspect of business building, from administrative tasks to social media management. Give us a call or shoot us an email today.