The right tools make working with a VA efficient, professional, and stress-free. With so many apps available, it’s easy to get overwhelmed. This guide breaks down the best tools by category, based on ease of use and relevance to authors.

Communication Tools

Slack: Real-time chat with channels for different projects. Easily searchable.

Voxer or WhatsApp: Voice memos on-the-go.

Loom: Record screen walkthroughs to explain tasks.

Task & Project Management

Trello: Visual Kanban boards for task tracking.

Asana: More structured project tracking with dependencies.

ClickUp: Combines docs, tasks, and dashboards.

File Sharing & Docs

Google Workspace: Real-time document collaboration. Includes Docs, Sheets, Drive, and Calendar.

Dropbox: Ideal for storing large image files or formatted manuscripts.

Time & Password Management

LastPass / 1Password: Secure credential sharing.

Clockify: Track billable hours or project time.

Organization Tools

Notion: Combines wikis, to-do lists, notes, and databases.

Airtable: Ideal for book launches, content calendars, and list segmentation.

Email Marketing Platforms

ConvertKit / MailerLite: Easily delegate campaign setup and automation.

Flodesk: Great for visual design and simple automation.

How to Choose Your Stack

Start with what you know. Add tools as needed. Don't overload yourself or your VA.

Best Practices for Using These Tools

• Use 1–2 tools per function (e.g., Slack + Trello + Google Docs)

• Centralize passwords with a manager

• Train your VA on your preferred tools with Loom

• Reevaluate quarterly to see what’s working

Conclusion

The right tools save time, improve clarity, and make delegation easier. Start with just a few and expand as your partnership with your VA grows.