There are a heap of collaboration tools available, and your Virtual Assistant is probably conversant in most if not all of them. I’ve listed my favourite tools for five functions, the Pros and Cons of each as well as 3 ways your Virtual Assistant could use them to help you out.
1. Files
My favourite here is Dropbox
Pro: You can share any type of file including photos, movies, documents, programs etc. Accessible on all devices (Desktop PC to mobile phone) and all platforms.
Con: Everyone must have the software to open files. I.e.: Microsoft documents require all users to have their own (compatible version) of Microsoft Office.
Your Virtual Assistant can:
- Create and upload document templates
- Do data entry for your accounts in preparation for your book keeper or accountant
- Upload photos or images from Dropbox to your Facebook page or Twitter account
2. Documents
I’m a fan of Google Drive
Pro: Google Drive can be used by everyone. Collaborators don’t have to have a copy of Office (or whatever software). You can easily make
Con: Documents are limited in what can be done compared to Microsoft Office. If you’re offline you can’t connect to your files.
Your Virtual Assistant can:
- Create forms for your team to use
- Create and maintain spread sheets for tracking calls
- Create slideshows and presentations
3. Calendar
I’ll always advocate Google Calendar
Pro: Can synch with other calendars (Outlook). Copes with multiple time zones. Can use multiple calendars from multiple people. Can control who sees what and who can Add/Read/See blocked out times.
Con: Color coding doesn’t work when using it with Outlook, Multiple calendars can synch strangely, my one complaint across all Google offerings – when something doesn’t work, it’s not always easy to find help.
Your Virtual Assistant can:
- Make appointments and add them to your diary
- Check your availability for clients
- Ring clients to confirm appointments in advance
4. Newsletter
I use MailChimp
Pro: The basic model with 2000 subscribers and up to 12,000 emails per month is free. It’s easy to use if you just want a basic newsletter. MailChimp takes care of making sure permissions are kept and that everything is aboveboard. It keeps statistics on open rates, bounces and campaign success. You can preschedule content, create signup forms, brand to your requirements easily.
Con: Some functions such as auto responders are only available in the paid version, although the pricing options are good and more than reasonable. If you want to do fancy schmancy newsletters you’ll need to know HTML and CSS.
Your Virtual Assistant can:
- Upload & maintain your subscriber lists
- Create your newsletter from content you’ve provided
- Develop newsletter signup forms and load them on Facebook and your website
5. Social Media
I love TweetDeck, not the new version, but the older Adobe Air version. If you want it, it’s still available from OldVersion.com HERE (download the “Popular Version” not the Latest Version)
Pro: Can monitor search terms, lists, specific accounts, other accounts eg: Facebook newsfeed. Can update several accounts easily, including multiple Facebook pages, multiple Twitter accounts, LinkedIn, Foursquare, Google Buzz and MySpace. You can easily schedule posts and it’s also available online.
Con: You have to remember to ignore the messages to update or you’ll end up with the newer version which doesn’t work as well (in my opinion only). Like everything else it doesn’t post to Google+
Your Virtual Assistant can:
- Schedule posts so you’re posting regularly
- Monitor for mentions of your company or field
- Respond to basic questions on your behalf
Of course, there are other ways each of these programs can be used, there are other programs that can be used for any of these jobs and there a more ways a Virtual Assistant can help with the programs. Use this as a guide that you can use for a bit of inspiration and a starting place if you’re looking for a place to start.
