Key Takeaways
You only need four kinds of tools.
Pick one tool per job. Do not use three task apps.
Safety comes first. Use a password manager.
The Five Tools You Need
1. Chat
Use one chat app for quick questions. Slack and Microsoft Teams are common. Keep chats short and clear. See best communication tools.
2. Task Board
A task board shows what is planned, in progress, and done. Trello, Asana, and Notion all work. Pick the one you like and stick with it. See project management tools.
3. Video Messages
Loom or a similar app lets you show a task in minutes. It beats a long email. See screen recording tools.
4. File Sharing
Keep files in one shared folder in Google Drive or Dropbox. Name folders the same way every time. See file sharing tools.
5. Password Manager
Tools like 1Password or Bitwarden let you share logins without sending passwords in chat and remove access in one click. See password managers.
Optional Extras
Time tracking if you pay hourly. See time tracking tools.
A CRM if your assistant handles sales follow-up. See best CRM tools.
AI helpers for drafting. See AI tools.
How To Set Up In One Afternoon
Create a shared folder and a task board.
Add your assistant to chat.
Record two short videos of your top tasks.
Share only the logins they need.
Run a 20-minute walkthrough call.
The Stack At A Glance
Job | Tool | Cost |
|---|---|---|
Chat | Slack or Teams | Free tier available |
Tasks | Trello or Asana | Free tier available |
Video | Loom | Free tier available |
Files | Google Drive | Included with Google account |
Passwords | Bitwarden or 1Password | Low monthly cost |
What To Avoid
Too many apps
Sending passwords in email or chat
Giving full admin access on day one
Related Reading
Hiring For Tool Skills
Many teams recruit around specific software. Globaltize’s hire by tech stack page shows how companies search for talent by tools they already know.
A Real-World Example
A two-person marketing shop hired an assistant to handle reporting and scheduling. On day one they gave her logins by email and sent tasks by text. Within a week, files were lost and two tasks were done twice. They paused, set up a task board, a shared drive, and a password manager, and recorded three short videos. The next week ran smoothly, and it has ever since.
Tools do not make a great assistant, but the right five tools remove most of the friction.
A Quick Checklist Before You Start
Set up these things before your assistant’s first day:
One chat channel for quick questions
One task board where every job lives
A shared folder with a clear naming rule
A password manager with shared vaults
Two or three short videos of your most common tasks
Not sure which role you need for your stack? Browse every role we recruit for or see how our process works.
Questions Owners Ask
Do I need all five tools on day one?
Chat, a task board, and a password manager are the must-haves. Add the rest as you go.
Free or paid plans?
Free plans are fine to start. Upgrade when you add a second person or need automation.
Next Steps
Tell us what you need and we will send a shortlist of people who already know your tools.
Written by
Hire A Virtual Assistant Team
Editorial Team
Practical guides on hiring, managing, and working with remote virtual assistants.
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