What I use for my business: Essential Platforms and Apps for Freelance PAs and Admin Professionals

As a Personal Assistant (PA) or admin professional thinking about freelancing or starting your own business, choosing the right tools can make all the difference. At PA Connect, I'm passionate about helping admin professionals thrive. Here’s a breakdown of the platforms and apps I personally use to run my Virtual PA business, 'Lady PA', and how you can leverage them to boost your efficiency and streamline your operations.

Operations

Managing your time and tasks effectively is crucial as a freelance PA. Here are the tools that help keep my business running smoothly:

• Notion: This versatile app is my go-to for planning, operations, and organising client work. Create dashboards to manage tasks, client projects, and even your own business planning. Its flexibility makes it perfect for keeping track of daily activities and long-term goals. https://bit.ly/3sQJx8U

  
  

• Microsoft 365: I use this for core business functions. The To Do List helps track tasks, Stream stores and shares videos, and Bookings makes it easy for clients to schedule meetings. The seamless integration within Microsoft 365 ensures your workflow remains professional and efficient.

  
  

• Zapier: Automates tasks by connecting your favorite apps. Zapier has so many integrations that are possible.

  
  

• Google Workspace: While I mainly use Microsoft, I keep Google Workspace handy for clients who prefer it. It’s great for collaborative documents, spreadsheets, and presentations. Staying adaptable will make you more appealing to potential clients.

  
  

• Toggl: Track the time you spend on various tasks. Toggl’s detailed reports help you understand how your time is allocated, which is invaluable when billing clients and analysing productivity.

Client Journeys

Creating an efficient client experience builds trust and long-lasting relationships:

• Notion: I create client-specific pages for tracking progress and collaboration. This helps maintain a clear record of all tasks and project updates, keeping both parties aligned.

  
  

• LastPass: As a PA, you’ll handle sensitive client data. LastPass securely stores passwords and confidential information, ensuring you always have secure access when needed.

Finance

Managing finances is crucial for any freelancer. Here’s what I use:

• Xero (previously) and Duport (currently): These platforms are ideal for tracking expenses, creating invoices, and managing your finances. Whether you choose Xero for its comprehensive features or any others, having a dedicated finance tool is essential.

Email Marketing and CRM

Building client relationships and maintaining consistent communication are key:

• HubSpot: Use it for email marketing, client data management, and tracking engagement. HubSpot makes it easy to create campaigns and keep all your client information in one place, giving you insights into your outreach efforts.

Marketing

Your online presence will help attract clients and showcase your expertise:

• Instagram & LinkedIn: Social media is vital for promoting your services. Use Instagram to share your journey and LinkedIn to build a professional network. Posting regularly helps you stay top of mind. Each platform may reach a different audience, so choose ones where your target audiences are on.

  
  

• Canva: Design professional social media graphics, presentations, and marketing materials. Canva’s intuitive interface and templates make it accessible, even if you’re not a designer.

  
  

• Wix: Build a simple yet professional website to showcase your services, share testimonials, and provide a way for potential clients to get in touch. A clean, easy-to-navigate site makes a great first impression.

Outsourcing

As your business grows, it’s okay to seek help with tasks that aren’t your expertise:

• Accounting Services: Hiring a professional accountant can save you time and ensure your finances are in order.

  
  

• Administrative Support: Bringing in another VA for overflow work can help you maintain client satisfaction even during busy periods.
  

• IT Support: I 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

Choosing the right tools as a freelance PA can significantly impact your efficiency and client satisfaction. Focus on platforms that support your unique needs and help you work smarter, not harder. At PA Connect, we’re here to guide and support you on your freelance journey. Stay connected with us for more tips and resources!