The Top Tools Our Virtual Assistants Use to Save Clients 15+ Hours a Week
You don’t need more hours in the day—you need smarter systems.
That’s exactly how virtual assistants help. With the right tools, they can handle scheduling, task tracking, content posting, customer support, and more—all without interrupting your day or adding to your stress.
In this post, we’re sharing the go-to tools our VAs use to help clients stay productive, organized, and in control. These are the behind-the-scenes systems that save time without cutting corners.
1. For Scheduling and Calendar Management: Calendly + Google Calendar
Our VAs use Calendly to handle appointment setting, send confirmations, and prevent scheduling conflicts. Paired with Google Calendar, they block off deep work time, set reminders, and keep your week running smoothly—so you're not double-booked or missing key calls.
Why it matters: You stop spending 20+ minutes a day going back and forth on meeting times.
2. For Project and Task Tracking: ClickUp or Trello
Instead of sticky notes and email chains, our VAs organize client projects in tools like ClickUp or Trello. Whether it’s tracking content deadlines, client tasks, or daily routines, they keep your workflows streamlined and your to-dos visible at a glance.
Why it matters: Nothing falls through the cracks, and you don’t have to manage it all in your head.
3. For Communication: Slack + Loom
Communication is everything when working virtually. Slack keeps conversations focused and easy to access by topic. For walkthroughs or quick training, Loom lets clients record screen-share videos to explain processes in just a few clicks.
Why it matters: Fewer long emails, more clarity—and everyone stays in the loop.
4. For File Management: Google Drive
Our VAs keep everything organized inside shared Google Drive folders—client templates, SOPs, graphics, receipts, proposals—you name it. Plus, it’s easy to search, share, and collaborate without chaos.
Why it matters: No more wasting time digging through attachments or old emails.
5. For Content and Social Media: Canva + Meta Business Suite / Later
Need help with Instagram posts, LinkedIn banners, or email headers? Our VAs use Canva to design graphics in your brand style. They then schedule everything through Meta Business Suite or Later, so your content shows up consistently—even when you’re offline.
Why it matters: You stay active online without spending your whole week creating content.
Bonus: For Admin and Finance Support: Airtable, QuickBooks, and Dubsado
For clients who need more advanced systems, our VAs use tools like Airtable for CRM tracking, QuickBooks for expense reporting, and Dubsado for contract and proposal workflows.
Why it matters: You stay on top of client pipelines and finances—without the overwhelm.
Quick Recap
VAs use tools like Calendly, ClickUp, Slack, and Canva to streamline operations
These tools help clients save 15+ hours a week on scheduling, content, and admin
When paired with strong systems, VAs become a force multiplier for your business
Curious how these tools could work in your business? Book a free consultation and we’ll show you how one of our trained VAs can plug into your existing systems—or help you set them up from scratch.
