Virtual Assistant Productivity Software

Productivity software for virtual assistants is subjective. There isn't a single "most important" communication software for human virtual assistants, as the choice of software often depends on the specific needs and preferences of the users and the organizations they work for.
A young virtual assistant stands with productivity software logos all around

Productivity software.

Productivity software for virtual assistants is subjective. There isn’t a single “most important” communication software for human VA, as the choice of software often depends on the specific needs and preferences of the users and the organizations they work for.

However, several communication tools have become widely popular and essential for remote workers to communicate effectively with clients, team members, and other stakeholders. Here are some of the most important ones:

Email clients: Virtual assistants should be familiar with these.

Microsoft Outlook: Like leading email clients, they constantly roll out new features. This feature caught my attention; play your email to go. it allows you to listen to your email and respond with short voice messages. I can make my coffee and reply to my mail simultaneously. 

 Gmail: Google’s Gmail is powerful because it boosts 1.5 billion users; according to Wikipedia, in 2019, the most users worldwide. As a remote worker, if you don’t know how this one works, Wake UP! A user typically accesses Gmail in a web browser for work or through the official mobile application. Google also supports its users’ email clients via the POP and IMAP protocols.

Mozilla's Thunderbird Email Client

Mozilla’s Thunderbird Email Client is free,  open-source and cross-platform. Thunderbird claims are Freedom for Manipulation. Here is their claim.

“Thunderbird is funded by user donations. We don’t collect personal data, sell ads in your inbox, or secretly train AI with your private conversations. Thunderbird is open source. As part of the Mozilla family, you can be confident we always put your privacy and security first.”

While not the only ones, these three email clients mentioned above offer team collaboration and are robust. You can specialize in one or familiarize yourself with these as a virtual assistant. The inline links in this article will help you look further at these mail applications. 

Messaging Apps

Messaging apps are of utmost importance to an online assistant. But here again, it’s all up to the client and their preferred communication, so get as familiar as you can with these and others. 

Instant messaging apps like Slack, Microsoft Teams, or Telegram are valuable for quick and real-time communication with team members, enabling easy collaboration and sharing of files. Let’s remember WhatsApp. Meta is testing new WhatsApp features in India and Brazil, which can push the brand to another level. 

Voice and Video Call Apps

Applications like Zoom, Skype by Microsoft, or Google Meet are essential for conducting voice, and video calls with clients and colleagues, especially for remote meetings and conferences.

Project Management Platforms

Utilizing project management tools such as Asana, Trello, Basecamp and GitHub for web projects helps virtual assistants stay organized, manage tasks, and communicate with team members on project-related matters—Monday, which claims Coca-Cola and Canva as users and over 180,000+ more worldwide. These companies claim easy-to-use systems but have complexity, some well worth it, so VAs specialized in one, master it and check out the others on the side. Again, the choice is the organization that hires you.

Customer Relation Management Software (CRM)

Customer Relationship Management (CRM) tools like SalesforceHubSpot, or Zoho CRM are beneficial for managing client interactions, tracking leads, and maintaining relationships.

Cloud Storage and File Sharing

Platforms like Google Drive, Dropbox, or Microsoft OneDrive are crucial for securely storing and sharing files with clients and team members.

Calendar Apps

Calendar applications like Google Calendar or Microsoft Outlook Calendar help virtual assistants manage their schedules, appointments, and deadlines efficiently

Note-Taking Apps

Utilizing note-taking software such as Evernote or Microsoft OneNote assists in organizing information, taking meeting minutes, and capturing important details.

Collaboration Suites

Integrated suites like Google Workspace (formerly G Suite) or Microsoft 365 (formerly Office) provide a range of tools (email, calendar, documents, spreadsheets, and much more) to streamline communication and productivity.


Ultimately, the choice of communication software will depend on factors like the virtual assistant’s workflow, the preferences of the clients and employers they work with, and the overall requirements of the tasks they handle. Virtual assistants should be adaptable and open to using various tools to effectively meet their clients’ needs.

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There is a bit of truth in all the above answers. Have you ever met a virtual assistant? I am one, but I am not a machine. I am actually writing this article, how old-school is that!

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