Delegate, Focus, and GROW Your Business

Organize Your Virtual Business


Are you trying to figure out the best ways to collaborate with your Virtual Assistant, while staying organized? It may be as simple as finding the best organizational tools. 

Project Management Systems:

Using  a Project Management System (PMS) helps you avoid exchanging too many emails, and helps you reduce stress. There are many Project Management tools out there to use, below are just a few examples:

1. Basecamp and Asana are cloud based tools that can be used to plan, organize, and communicate details that save you time and effort. You can use them to collaborate with other Team Members and/or between you and your VA.

You can customize your dashboard and streamline communication between team members. You can create projects, add descriptions, color code, assign tasks to each person, brainstorm tasks, and add templates. You can also use these platforms to chat with your VA and/or other team members.

2. Google Drive: You can use this for collaborating and organizing your documents and spreadsheets. Whatever changes you make to the Google documents or spreadsheets are done in real time. You can use this as a Project Management System to update what tasks need to be done, and which tasks have yet to completed. This is free with a Gmail account. All you need to do is share your documents with your VA.

3. DropBox: You can use this platform to share and organize documents between you and your VA. Dropbox is also free for a limited amount of space, with upgrades available. DropBox is a great tool for saving documents and presentations as well as collaborating on projects and documents.

The reason for using a Project Management System to get organized is that emails can be confusing and easily misunderstood, especially when there’s a complicated task or a large number of tasks to be done. If you use a PM System, you take the guesswork out of the process. You and your VA will know what needs to be done next, with priorities and deadlines clearly defined.

Communication Tools:

One really great communication tool is Skype.  You can create a chat room conversation for all the members of your team. This way if there are any questions, there will be a log of communication between all of you. You can also use Skype for phone calls to help clarify items, issues, or concerns that aren’t clear using email.

Another great thing you can do with Skype is screen sharing. So if something doesn’t look good on your screen and you have questions, you can reach out to the VA and share what is on your screen. Looking at your screen can be a great way to figure out and correct an issue, particularly with a website rendering.

Virtual Assistants are great news for small businesses looking for help! Not only do our Virtual Assistants  have experience with day-to-day office operations, the VAs at Contemporary VA  are also very tech-savvy. So if you are looking for ideas on what collaborative and organizational methods to use, our VAs can help steer you in the right direction.

Photo credit: It’s About Time

Posted on June 18th, 2014 by Client Advocate Team


Ranch Office says:

What about Slack as a communication tool?

Posted: June 8, 2019 @ 8:10 am
Rachel Braam, Office Manager says:

We use Slack as communication tool too! 🙂

Posted: June 12, 2019 @ 11:40 am

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