Essential Tools to Enhance VA Efficiency: The Must-Have Tools I Use Daily as a Virtual Assistant
Being an efficient VA isn’t just about managing time—it’s about choosing the right tools. There are hundreds, if not thousands, of software options out there for task management and operations needs, so it can be overwhelming when just starting out to pick ones that are actually going to work magic with you. There’s just too many choices!
I remember what it’s like to be wading through all the search results and strong internet opinions when figuring things out, trying all the options and then realizing you will probably never actually use them…been there, done that. It’s exhausting.
So here I am, as a VA serving clients across industries, ready to share with you four tools I use literally every day to streamline communication, design, planning, and backend operations. They’re tried and true.
Canva
You may already be using this internet-favorite app/in-browser software for your social media posts. But you can use Canva for so much, even beyond your grid or stories.
Canva makes graphic design accessible even to untrained designers, with easy-to-navigate tools, integrations, templates, and built-in brand kits. I find it to be user-friendly and versatile…it’s almost always one of my open tabs!
What I use it for:
Social media content
Content calendars
Reels covers
Lead magnets/ebooks
Print needs like business cards
Canva also just hosted their 2025 Canva Create conference and they’re rolling out even more cool options. I got early access to these tools, and I can tell you they make an already incredible program even better.
For example, I love being able to make multiple sizes within one document. It’s going to help keep everything so much more organized. I’m also experimenting with the sheets feature, and it’s definitely a new favorite!
Voxer
I love boundaries. Work-life balance is my jam, so most of my clients don’t have my personal phone number to call or text me, but sometimes you just need a good voice-to-voice moment when a video meeting is too much commitment.
So Voxer lets my clients send voice messages anytime, without needing to schedule a call or type out a whole email.
My favorite use case is for brain dumps. Clients just talk and I turn that into an action plan or task list. I find that it’s especially great for the verbal processors I work with.
And low key, sometimes the most overwhelming part of a to-do list is making the list itself. Voxer allows that part of the process to feel more like a vent sesh—my clients just do a brain download and I handle the rest.
Here’s why it works: It saves everyone time and keeps communication clear even without the pressure of being accessible at the same time. I do offer real-time services with my VA for a Day packages, but as a primarily remote contractor, I’m knocking out work at unconventional hours and I know that might be the case for my clients, too.
So while nobody is taking a Zoom meeting at 10pm, if that’s when inspiration hits, Voxer is there as your mutual personal secretary to take notes or regurgitate them back as needed.
Squarespace
There’s a lot of chatter on the internet about which web host to use. You have die-hard supporters in every corner, of course, like the Apple vs. Android, Nike vs. Under Armour, and Google Suite vs. Windows Suite debates.
If I had a choice, I’d pick Squarespace every time for one simple reason: Simplicity.
Squarespace is easy to learn and manage even without web design knowledge. More than that, though, it has so many built-in features that keep almost all your business tools centralized.
For example, Squarespace can handle your:
website hosting
invoicing
scheduling (discovery calls or appointments)
product sales (including digital downloads!)
and email newsletters
…all in one platform!
One of the things that is unique to VA work is the way you absorb into existing business workflows. When you have multiple clients, you are going to be working in tons of different systems, managing a wide variety of processes, and doing the same kind of task a dozen different ways, just because every business runs things a little differently.
If your business operates scattered across platforms, you’re going to get overwhelmed quickly. You need to keep your world simple so that you can focus on your clients’ chaos.
A seamless system for you and a frictionless experience for your clients goes such a long way in growing an efficient VA service, and Squarespace is a dream tool that makes that happen.
The Ultimate Business Dashboard
I use the Google suite a lot, both in my own business and in my clients’ businesses. So over time, I’ve developed some tools that I keep coming back to over and over again—they just work.
Google Sheets is one of my favorites, with some really neat functionalities that help when managing projects, tracking progress, and just generally organizing information.
I’ve developed three templates for the Google suite that are versatile and applicable to just about any business.
I call it the Ultimate Business Dashboard:
Here are the three templates and how to use them:
Client roster: Store client details, track projects, and keep notes all in one place.
To-do list: Plan your workload, stay on top of deadlines, and manage business tasks with ease.
Content planning: Organize blog posts, social media, and marketing content in one central hub.
Like I said, I use these templates myself for many of my clients, across sectors, but if you are feeling like maybe your business could use a little organization, it’s an especially great tool for virtual assistants who manage multiple clients.
You can create multiple tabs or multiple copies, whatever seems like the best option for you. It’s one download you can use as many times as you need!
As a VA, the right business tools don’t just make you faster—they make you better. Whether you're a new VA building your business or a seasoned pro, these tools will help you work smarter, serve your clients more effectively, and stay sane.
Oh, and if you use the Ultimate Business Dashboard, tell me what you think! What tool are you most excited to implement?
FAQs about business tools
Q: What are the best business tools for a VA?
A: The best business tools for a VA are the ones you use. The ultimate test is: am I going to use this enough and does it work well for me? The four resources that I share here are the ones that I use every day to run an effective and growing VA business, so I recommend starting here!
Q: How do I start a virtual assistant business?
A: Start small, with a client or two in your business circle—see if there’s any administrative tasks they’re willing to outsource to you. Scale from there: word-of-mouth referrals are the source of almost all of my business! If you’re already past that point and are ready to seek real clients, you can apply to join my referral network, aka my Biz Besties Phonebook, here!
Hi! I’m Bre
I specialize in helping female entrepreneurs and small business owners streamline their operations, save time, and grow their businesses with tailored virtual assistant services. From admin support to business systems audits, website maintenance, and launch strategies, I provide expert, personalized solutions. Explore my blog for tips on business efficiency, and connect with me to discuss how I can take tasks off your plate, so you can focus on what matters most.
