Hiring a virtual assistant is one of the smartest moves you can make as a business owner — but the tools you use to work with that VA can make or break the relationship. The right tech stack helps you communicate clearly, delegate confidently, and keep projects on track without constant hand-holding.
Whether you’re new to working with a VA or looking to level up your systems, here are the best tools for working with a virtual assistant to help you build a seamless, productive partnership.
1. Project Management: Asana or ClickUp
A solid project management tool is the backbone of any VA relationship. Instead of relying on email or scattered text messages, platforms like Asana and ClickUp give you a central hub where tasks are assigned, deadlines are set, and progress is visible at a glance.
Why it works: Your VA knows exactly what to work on, in what order, and by when. You spend less time following up and more time focused on high-value work. ClickUp is especially powerful for teams that want everything in one place — tasks, docs, goals, and time tracking are all built in.
2. Communication: Slack
Email is great for formal communication, but day-to-day collaboration with a VA calls for something faster. Slack allows you to create dedicated channels for specific projects, share files instantly, and have quick check-in conversations without the clutter of a crowded inbox.
Pro tip: Create a “Daily Updates” channel where your VA posts a brief recap of what they accomplished each day. This keeps you informed without requiring a single meeting.
3. Standard Operating Procedures: Notion or Google Docs
One of the biggest mistakes business owners make when hiring a VA is not having documented processes. If your VA has to ask you the same question three times, that’s a systems problem — not a people problem.
Notion is a favorite for building beautiful, organized wikis and SOPs. Google Docs is simpler and widely accessible. Either way, the goal is the same: write down how things get done in your business so your VA can execute without needing you at every step. Don’t skip on this when deciding what tools for working with a virtual assistant you will use.
4. Screen Recording & Tutorials: Loom
Training a VA doesn’t have to mean hours on Zoom. Loom lets you record your screen and walk through exactly how a task should be done — narrating as you go. Your VA can watch it, rewatch it, and follow along step by step.
This is one of the best tools for working with a virtual assistant in your kit. Record once, train forever. Your Loom library becomes a living training resource as your team grows.
5. Password & Access Management: LastPass or 1Password
Giving your VA access to your tools doesn’t mean handing over sensitive credentials in a text message. Tools like LastPass and 1Password let you share login access securely — without your VA ever seeing the actual password. You maintain control, and your accounts stay protected. This is one of the important tools for working with a virtual assistant that you need.
6. Calendar & Scheduling: Calendly or Google Calendar
If your VA is managing your schedule, they need the right tools to do it effectively. Calendly automates appointment booking so clients and prospects can schedule directly based on your availability — no back-and-forth emails. Combined with Google Calendar, your VA can coordinate your meetings, block focus time, and ensure nothing slips through the cracks.
7. File Storage & Sharing: Google Drive or Dropbox
A shared file system is essential for keeping deliverables, templates, and reference documents organized and accessible. Google Drive is the go-to for most small businesses because it integrates seamlessly with Google Docs, Sheets, and Gmail. Dropbox is another solid option if you’re working with larger files like videos or design assets.
8. Time Tracking: Toggl or Harvest
If your VA is working hourly, time tracking tools like Toggl or Harvest provide transparency and accountability. Your VA logs time to specific tasks or projects, and you can review detailed reports to understand exactly where hours are going. This is especially useful when you’re onboarding a new VA and want to gauge efficiency.
9. CRM & Lead Management: Follow Up Boss or HubSpot
For real estate professionals and service-based business owners, a CRM is where your VA can add tremendous value. Platforms like Follow Up Boss (ideal for real estate) or HubSpot (great for broader business use) allow your VA to manage leads, update contact records, send follow-up emails, and keep your pipeline moving — all within a structured system.
Building the Right Stack for Your Business
You don’t need every one of these tools for working with a virtual assistant on this list. The best tech stack is the one your team will actually use consistently. Start with the essentials — project management, communication, and file storage — and layer in additional tools as your systems mature.
At Leverage Assist, we help business owners not just find great virtual assistants, but set them up for success with the right systems and support from day one. If you’re ready to build a VA relationship that actually works, reach out to our team today.
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