Inexpensive Systems to Run Your Business

As a Virtual Assistant, our work is extremely detail-oriented. Even if you only have a handful of clients, it’s impossible to remember all the to-dos and details. For this reason, creating and managing systems becomes an important and critical part of managing our businesses.

And while it’s important that our systems are efficient and run smoothly, they can be very simple. I notice that many Virtual Assistants have expensive applications for which they pay a monthly fee to use. That’s an option that many enjoy, but it’s not entirely necessary, especially when you’re just getting started!

Here are some free or affordable applications that I use to manage the day-to-day flow of my business while serving almost 50 clients:

1. Gmail, Google Calendar and Google Drive ($6/month). I love the Google suite of applications and have relied on them for the last 8 years to keep my communications, calendar and files organized and in sync with all my devices.
    
2. Dropbox ($9.99/month). While Google Drive is a great way to collaborate and share information, I prefer to store my Microsoft Office files and graphics in Dropbox. They are stored in “the cloud” as well as my hard drive so I can work whether I’m connected to the internet or not.
    
3. Toggl (free). I love Toggl and use it all day to track my billable hours. It’s organized by both client and project, which allows me to break out different types of work if my client would like a breakdown. The reporting feature is great for reviewing my productivity each week and reporting back to my clients regarding how much work I have done for them.
    
4. Evernote (free). I use Evernote all day long to take notes while speaking with my clients on the phone and for jotting down important details that I want to refer to. It’s enabled me to eliminate lots of paper from my desk and keep my thoughts organized. It also syncs with all my devices so it’s accessible everywhere I am.
    
5. LastPass ($12/year). Virtual Assistants can be responsible for hundreds of passwords and it’s critical to keep them organized and accessible. LastPass does the job. There is a free version as well that might meet your needs.
    
6. MailChimp (free). Sending my newsletter, RocketFuel, has been a great way to attract clients (read more about that here). I use MailChimp to help me manage my email newsletter list and send monthly email blasts.

 
There are hundreds of tools and products out there for Virtual Assistants; it can be a dauting task to choose the right ones and overcome the feeling that you’re “supposed” to have certain tools if you’re going to be successful.
 
But as my father told me many times: When you need a tool, buy it and get the best tool you can for the job. Until then, don’t invest. That simple advice has saved me a lot of money and stress over the years!

If you’re not already a member of our Facebook Group, The Virtual Assistant Connection, and would like to join, here’s the link: https://www.facebook.com/groups/thevaconnection/