As executive assistants and secretaries, you are expected to perform a myriad of work. From administrative functions down to the nitty-gritty work, you become the jack of all trades in your workplace. At times, it can be difficult to juggle all these things. Your clients and managers expect flawless scheduling and email, among other important tasks. This is why we have come up with a list of the best online tools for executive assistants to help make your job a whole lot easier.
In this article, we have categorized the best online tools for executive assistants based on their functionality. This makes it easier for you to look for the most appropriate tool when you need it.
Tracking time has never been easier with Time Doctor. This tool allows you to track time worked by everyone on your team. It even gives you a breakdown by client, project, and task so that you could know how much time is well-spent and how much time is wasted. To effectively ensure that you are monitored consistently, this tool screenshots your screen at a given time interval. This will allow the employers to check what the employees are doing, and whether or not there are distractions and inefficiencies along the way.
In addition to this, this app could also help process payroll and billing automatically. It could also allow you to track the location of the employees through its mobile app. This feature allows you to trace where your virtual assistant. Other features include attendance tracking, webcam shots, and track breaks.
Clockify is a straightforward time tracker and timesheet that allows you to get your job done productively. It lets you and your team track the working hours across various projects. With its timer, you could track how long the assistants are working. Under timekeeping capability, other features include tracking hour using a timer, categorizing time by project, and marking time as billable.
What makes this an efficient tool for executive assistants is that it is able to breakdown the time spend visually. Through customizable reports, you could see how long you have been working. You could even use Clockify for team activities, allowing you to set hourly rates, see who worked on what, and others.
The Tomato Timer uses the Pomodoro Technique for time management. This technique involves and it’s a godsend for focus and time management. The technique revolves of around the concept of hyperfocus for a set period of time (20-25 minutes) followed by a short break. That way while you’re working, you always know that a break is coming. This is a great tool you should use yourself and share with your colleagues.
With Doodle, scheduling has become quicker and much easier, speeding up your scheduling process. It skims through your calendars and finds the times and dates which are available for a meeting. Hence, you do not have to switch between this app and your calendar.
What makes Doodle one of the best online tools for executive assistants is that you could set appointments here in less than two minutes. These reminders may be manual or automatic in nature. You could choose a duration for the meeting, select time slots, and allow collaboration among teammates.
With all its features, you are assured that your life will be easier as Doodle would take all of the errors in scheduling.
Calendly helps you schedule your meetings conveniently. With its easy-to-use features, you could set it up and use it without having any trouble. This tool works with your calendar in order to check your availability while helping you connect with your prospect clients and other contacts. Hence, you could set up your clients’ availability with that of their invitees painlessly.
It works with various engines such as Google, Office 365, and Outlook, allowing you to schedule meetings seamlessly. You could also hold all types of meetings here, whether it be one-on-one, round robin, collective, or group. You could empower your team to have a productive workflow with a convenient schedule at hand, hence the need for Calendly.
Social Media Management
For social media management, we think that eClincher is a powerful tool to get your job done efficiently. This app empowers you and your team to move forward with your business thanks to its features. eClincher offers features such as publishing and scheduling of posts to various social media platforms, auto-publishing with smart queues, and suggested content. It also has the ability to engage and listen with one inbox and offer advanced analytics reporting. Its auto-publish feature, in particular, is a favorite to some users because it could allow you to published hundred of posts for the next months with just a few clicks.
Simple yet very efficient, you will find no problem in this robust social media management platform.
With Sprout Social, you could understand and reach your audience, engage with your community, and measure your performance all in one platform. It is famed for its support, usability, satisfaction, and retention. Therefore, you could use this tool efficiently no matter the size of your organization is.
Some of the features that Sprout Social has would include individual statistics on each of the posts, a social inbox, and a keyword search which allows you to monitor your brand on social media. Moreover, it also has agency features such as post-approval.
You could use this platform for any necessities, whether it be for business, for social marketing, for employee advocacy, or for small businesses, among others.
For online meetings, we think that GoToMeeting is a great choice because it makes it easy to connect with people any way you want them to. GoToMeeting is an online video conferencing and meeting tool that allows companies to collaborate with clients and customers in real time. This tool offers various features that could help you as an executive assistant. For this reason, we categorized it as one of the best online tools for executive assistants.
As an assistant, you could host and attend meetings wherever you are through its mobile app. All you have to do is download it and the power is in your hand. Aside from being able to hold meetings, GoToMeeting also allows you to screen share without any hassle, participate in video conferences, and remind meetings, among others.
Join.Me is a free tool for online meetings, screen sharing, and team collaborations, among others. With its convenient features, you could host or join meetings quickly and easily. With this tool, you could schedule and join online meetings with several people anytime and anywhere. This means that wherever you may be, you could be interacting with your clients and customers with just a few pushes of the buttons.
There are a lot of features that Join.Me has which would surely excite you. For instance, you could customize your meeting background to lighten the mood of the meeting. You could share your screens and present your reports. Collaboration has never been this easier, thanks to Join.Me.
For storing pertinent files online, we highly recommend DropBox. This tool is a trendy workspace that has been designed to reduce your time organizing and sharing documents. DropBox allows you to collate all your files together in a single central place. Hence, you could find and access them more conveniently anytime, anywhere.
With DropBox, you could collaborate with your clients or customers more efficiently. It supports large files – whether they may be Photoshop, PowerPoint, or InDesign files. This lessens your time in looking for another website which would compress your files before being sent to your clients.
Security is another thing that DropBox is famous for. With this tool, all your files are safe from anyone without access to them.
It is widely recognized that Google Drive is one of the best online tools for executive assistants because of its file storage capabilities. This tool allows users to store and secure their files without causing much hassle. In addition to this, you could even synchronize your files across various devices. You may even share your files to your clients with just a few clicks.
Google Drives works seamlessly with Google Docs, Slides, and Sheets, among others. Aside from these, you could also store photos, designs, recordings, and videos – whatever their sizes might be. Hence, you could store large files in this tool.
Trello a great organizational tool for executive assistants who want to get their job done efficiently. Its lists, cards, and boards allow you to organize and prioritize your projects in a flexible and fun way. It has been designed to help your team stay organized and updated on updates. It allows you to start conversations easily or add files whenever needed. Its flexibility features could help your team work seamlessly as they would adjust to your style. Trello is integrated with various apps to power-up your workflow and become an excellent executive assistant to your client.
Basecamp allows you to put everything you need to finish in one place, improving your task management capacities. It combines all the tools that you need to get the job done successfully. When all of the things are already here, there is no need for you to look for other websites.
This tool has to-do lists for all your work, tasks, and due dates. It will follow up on the overdue tasks so you could work on them right away. It also consists of message boards where you could keep the entire conversation on a single page. Schedules are also organized conveniently in Basecamp.