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The Platforms and Apps I Use to Run My Virtual PA Business

  • Apr 14
  • 3 min read


Running a Virtual Personal Assistant (PA) business requires a well-organised tech stack to stay efficient and deliver exceptional service. At Lady PA, I’ve carefully selected platforms and apps that streamline my day-to-day operations, support client journeys, manage finances, and keep marketing consistent. Here’s a breakdown of the tools I use, why I use them, and how they can benefit other businesses too.




  1. Operations


Efficient operations are at the heart of any successful business. Here’s what keeps mine running smoothly:


  • Notion: My central hub for business planning, operations, projects, and internal notes. I create dashboards for task management, client projects, and collaborative spaces for any team contributions. It’s versatile and customisable, making it ideal for organising both daily tasks and long-term plans. Take a look here!




  • Microsoft 365: A go-to for core business functions. Other than using outlook, I use the To Do List for task tracking, Stream for recording instructional videos, and Bookings for scheduling client meetings. Microsoft’s ecosystem offers a professional, integrated approach, keeping my business communications and planning in one place.


  • Zapier: Automates tasks and connects the apps I use. For example, it links my platform store with Hubspot to automatically update subscribers. This saves valuable time by reducing manual input.\


  • Google Workspace: While Microsoft is my primary tool, I use Google Workspace when clients prefer it for document sharing and collaboration. Staying flexible ensures I can meet clients where they are.


  • Toggl: I use Toggl to track the time spent on client tasks and internal projects. It provides detailed reports and insights into how my time is allocated, helping me optimise productivity and ensure accurate client billing.



  1. Client Journeys


Creating a smooth and secure client experience is crucial:


  • Notion: I create dedicated pages for each client where we collaborate on tasks, track progress, and share updates. It provides a clear, organized space tailored to their needs.


  • LastPass: Essential for storing client data securely. I store passwords and other sensitive information in one encrypted space, reducing security risks and ensuring I can access critical data quickly.



  1. Finance


Managing finances can be complex, but the right tools make it easier:


  • Xero (previously) and Duport (currently): Both have been essential for tracking expenses, invoicing, and managing business finances. Both tools offer valuable insights and financial control.



  1. Email Marketing and CRM


Staying connected with my audience and managing client relationships are essential to my business growth:


  • HubSpot: I use it for email marketing campaigns, tracking engagement, and managing client data. It’s my all-in-one platform for staying in touch with my audience while keeping client information organised. Take a look here!






  1. Marketing


Promoting Lady PA requires creativity and consistency:


  • Instagram & LinkedIn: Social media is crucial for brand visibility. I use both for fun and professional use.


  • Canva: Design made easy. I use it to create engaging visuals for social media posts, newsletters, and client presentations. The templates and customisation options make it accessible, even if you’re not a designer.


  • Wix: My website platform. I find this platform is very easy to use.



  1. Outsourcing


Sometimes, it’s more efficient to let experts handle certain tasks:


  • Accounting Services: I work with a trusted accountant for accurate financial reporting and compliance.


  • Administrative Support: Occasionally, I enlist the help of another VA for overflow tasks, ensuring that client needs are always met on time.


  • I have a small VA Associate Team that support Lady PA clients


  • IT Support - I also use Hiteishee - https://hiteishee.co.uk/ for IT support. This gives me relief to know I have help when needed. I also have anti virus software & VPN. Options for this can be: Norton, Total AV etc



Final Thoughts


Using the right tools and platforms can transform your business efficiency. My advice is to choose tools that not only fit your current needs but also have the flexibility to grow with you. Whether you’re just starting out or looking to improve your operations, consider how these apps can support your business journey.


If you’re looking to streamline your business, I’d love to help! Reach out to Lady PA to discuss how we can support your admin needs.

 
 
 

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