Essential Tools to Make Hiring and Managing a Virtual Assistant Effective

Hiring a Virtual Assistant (VA) is one of the smartest business decisions you can make. Whether you’re a solo entrepreneur juggling multiple roles or a growing company scaling operations, VAs allow you to delegate tasks, improve efficiency, and focus on high-value activities.

But here’s the truth: hiring a VA is only half the equation. To truly maximize productivity and results, you need the right tools in place. These tools don’t just make collaboration seamless—they also ensure accountability, streamline communication, and give you confidence that your VA is delivering real value.

In this guide, we’ll explore the seven essential categories of tools every business should use when working with a Virtual Assistant.

Communication Tools: Stay Connected Anytime, Anywhere

Communication is the foundation of every successful VA relationship. Without clear, consistent communication, tasks can easily fall through the cracks.

Top tools to consider:

• Slack – Perfect for quick chats and team collaboration. You can create channels for different projects or clients.

• Zoom / Microsoft Teams – Reliable platforms for virtual meetings and team check-ins.

• Google Meet – A simple, browser-based tool that works seamlessly with Google Workspace.
  

Pro Tip: Set communication expectations upfront. For example, decide whether you’ll use Slack for daily updates and Zoom for weekly reviews.

Task & Project Management: Keep Work Organized

A VA needs structure. Project management tools help you assign tasks, track progress, and hit deadlines without confusion.

Top tools to consider:

• Trello – Visual boards and cards make it great for simple task tracking.

• Asana – Ideal for managing multiple projects with timelines and dependencies.

• ClickUp – Combines task management, docs, and goals in one platform.
  

Pro Tip: Always assign deadlines and labels to tasks so your VA knows priorities at a glance.

Time Tracking & Productivity: Build Trust Through Transparency

Time tracking isn’t about micromanaging—it’s about building trust and ensuring transparency for both you and your VA.

Top tools to consider:

• Hubstaff – Provides activity tracking and optional screenshots for accountability.

• Time Doctor – Great for detailed productivity insights and reporting.

• Toggl Track – Lightweight tool for freelancers and VAs who focus on results.
  

Pro Tip: Have a conversation with your VA about expectations. Some businesses prefer tracking every hour, while others focus more on outcomes.File Sharing & Collaboration: Work from One Source of Truth

Smooth collaboration requires quick, secure access to documents, spreadsheets, and files.

Top tools to consider:

• Google Workspace (Docs, Sheets, Drive) – Industry standard for real-time collaboration.

• Dropbox – Excellent for storing large files and media projects.

• OneDrive – Best choice if you’re already using Microsoft 365.
  

Pro Tip: Organize folders by client, project, or date. Use permissions to keep sensitive files protected.

Customer Relationship Management (CRM): Keep Clients Organized

If your VA supports sales, marketing, or customer service, a CRM is a must-have. It keeps all client and lead data in one place.

Top tools to consider:

• HubSpot CRM – User-friendly with powerful marketing automation features.

• Zoho CRM – Affordable and customizable, perfect for small businesses.

• GoHighLevel (GHL) – An all-in-one platform for agencies and consultants, combining CRM, funnels, automation, and SMS/email marketing.
  

Pro Tip: Train your VA to update client records, log calls, and set follow-up reminders to ensure no opportunities slip through the cracks.

Outbound Calling & Client Communication Tools: Stay Connected with Customers

If your VA helps with sales, appointment-setting, or client follow-ups, they’ll need tools for outbound calls. These platforms ensure professional communication, even if your VA works remotely.

Top tools to consider:

• Skype / Google Voice – Simple, affordable options for occasional calls.

• RingCentral – A robust VoIP solution with call recording, extensions, and SMS support.

• Aircall – Cloud-based phone system with CRM integrations, built for sales teams.

• Vonage Business Communications – Reliable and scalable, great for larger operations.

• GoHighLevel Call Features – Includes built-in call and SMS features, making it an all-in-one choice.
  

Pro Tip: Always provide your VA with a dedicated business number. This keeps communication professional and ensures consistency with your brand.

Bonus: VA-Friendly Platforms from Orient Blue

At Orient Blue, we take collaboration one step further. Alongside providing highly vetted VAs, we also give clients access to a custom task management platform designed specifically for VA-client relationships.

This platform makes it easy to:

• Assign and monitor tasks in real time

• Track progress and accountability

• Communicate directly with your VA

• Reduce the need for multiple tools when starting out

It’s our way of ensuring your VA delivers maximum value with minimal friction.

Best Practices for Using Tools with Your VA

• Start simple. Don’t overwhelm your VA with five platforms at once. Introduce tools gradually.

• Provide training. A short Loom video or walkthrough ensures your VA uses tools the way you want.

• Document processes. Create SOPs (Standard Operating Procedures) to streamline repeat tasks.

• Check in regularly. Use your communication and project management tools to align weekly.

Final Thoughts

Hiring a Virtual Assistant is an excellent way to reclaim time and grow your business—but the real magic happens when you combine talent with the right tools.

From communication and project management to CRM and outbound calling tools, these platforms empower your VA to work more efficiently, stay accountable, and help you achieve your goals faster.

At Orient Blue, we don’t just connect you with skilled VAs—we also provide the systems and tools you need to succeed.

👉 Ready to find a VA that fits your business? Let’s talk.