What Tools Should My Virtual Assistant Be Proficient In for UK Businesses?
If you’re running a business in the UK, hiring a virtual assistant (VA) can be a game-changer. But here’s the real question many business owners overlook: What tools should my virtual assistant actually know how to use?
Even the most talented VA can struggle without the right tech skills. In today’s digital workspace, tools are what keep communication smooth, workflows organised, and projects on track especially when your team works remotely. Whether you’re managing client calls, scheduling appointments, or running a CRM system, the right tools ensure your VA adds real value instead of creating more work for you.
Why Tools Matter When Hiring a Virtual Assistant
Think of digital tools as the “office setup” for your virtual assistant. They might not sit in your office, but the software they use determines how efficiently they’ll work with you.
If your VA can confidently use email platforms, CRM systems, spreadsheets, and communication tools, they’ll need less hand-holding and can start contributing faster. On the other hand, if they lack these skills, you’ll end up spending time training, correcting errors, or fixing missed deadlines.
At Right Recruit, we often meet UK businesses that previously hired VAs with good intentions but limited technical exposure. Our experience shows that providing pre-trained, tool-savvy virtual assistants is one of the biggest factors in long-term success for our clients.
The Core Tools Every Virtual Assistant Should Know
Let’s look at some key categories of tools and why they matter.
1. Communication and Collaboration Tools
Strong communication keeps remote work running smoothly. Your VA should be proficient in:
- Microsoft Teams or Zoom – for meetings and daily check-ins.
- Slack – for quick updates and team communication.
- Google Workspace (Docs, Sheets, Drive) – for collaborative document editing and file management.
These tools allow your VA to stay connected with you and your team as if they were sitting in the same office.
2. Project Management Platforms
Project management tools help track progress, assign tasks, and maintain visibility across projects. The most common ones are:
- Trello – perfect for simple task boards and deadlines.
- Asana – useful for detailed project tracking and collaboration.
- ClickUp or Monday.com – great for larger teams managing multiple workflows.
VAs who can use these platforms will keep your operations organised, ensuring nothing slips through the cracks.
3. CRM (Customer Relationship Management) Systems
For UK businesses, especially in real estate, sales, or consulting, CRM knowledge is essential. Your VA should know how to manage leads, update contact details, and record follow-ups using systems like:
- HubSpot
- Salesforce
- Zoho CRM
- Pipedrive
These tools are crucial for keeping client interactions professional and traceable. A VA with CRM experience can easily handle customer communication, data entry, and follow-up scheduling.
4. Email and Calendar Management Tools
A huge part of a virtual assistant’s job involves staying on top of communication and schedules. They should be skilled in:
- Outlook or Gmail – for inbox management and correspondence.
- Google Calendar or Microsoft Calendar – for scheduling meetings, reminders, and recurring tasks.
- Canva for branded email signatures or quick visual designs.
When your VA can efficiently manage your inbox and calendar, you regain valuable hours in your day.
5. File Storage and Document Sharing Tools
Data organisation is often underestimated but extremely important for remote collaboration. Your VA should know how to navigate tools like:
- Dropbox
- Google Drive
- OneDrive
They should understand version control, folder management, and file-sharing permissions to keep your business information secure and accessible.
6. Finance and Reporting Tools
Many VAs help with light bookkeeping or expense tracking. A few tools worth knowing include:
- QuickBooks or Xero – for managing invoices and accounts.
- Microsoft Excel or Google Sheets – for financial summaries and basic reporting.
- Wave Accounting – for small business owners managing simpler finances.
If your VA is comfortable using these tools, they can help you monitor cash flow, track payments, and prepare reports that support smarter business decisions.
7. Marketing and Social Media Management Tools
If you delegate marketing tasks to your VA, they’ll need to understand:
- Canva – for simple post design and visuals.
- Meta Business Suite – for Facebook and Instagram scheduling.
- Buffer or Hootsuite – for multi-platform social media management.
- Mailchimp or Active Campaign – for email marketing campaigns.
For UK businesses promoting products or services online, these tools help your VA manage brand consistency and regular communication with customers.
Common Challenges When Your VA Lacks Tool Proficiency
When a virtual assistant isn’t trained in essential tools, it often leads to problems like:
- Miscommunication – missed updates or duplicated tasks.
- Wasted time – spending hours on simple processes that could be automated.
- Inconsistent output – due to a lack of structured workflow management.
- Security risks – sharing documents through unprotected or unverified channels.
This is why relying solely on freelance marketplaces can be risky. You might save money upfront but spend more later on corrections, onboarding, or tool-based training.
How Right Recruit Solves This Problem
At Right Recruit, we ensure every virtual assistant we place with UK businesses is already trained and confident in using the tools that matter most.
Here’s how we do it:
- Tool-based screening – We assess candidates on practical use of platforms like Google Workspace, Trello, and CRMs before they join our network.
- Role-specific training – If a client’s business uses specialised software, we provide pre-placement training to bridge the gap.
- Continuous upskilling – We keep our virtual assistants updated on new digital tools and best practices for remote work.
- Secure systems knowledge – Every assistant is trained in data protection, safe file sharing, and GDPR compliance to meet UK business standards.
This means when a company hires through Right Recruit, they don’t just get a capable assistant they get someone who’s ready to work productively from day one.
Related Questions UK Businesses Often Ask
How much tool experience should I expect from a new VA?
It depends on the role, but ideally, your VA should already know major communication and productivity tools before onboarding.
Should I train my VA in company-specific software?
Yes, if your company uses proprietary tools. However, a VA from Right Recruit will already have the technical foundation to learn new systems quickly.
What if my VA needs help adapting to new tools?
Right Recruit provides ongoing training and support, ensuring your VA stays confident and efficient no matter how your systems evolve.
Final Thoughts
So, what tools should your virtual assistant be proficient in for UK businesses? At minimum, they should master communication platforms, CRMs, project management tools, and file-sharing systems. These are the building blocks of effective remote collaboration.
But tools are only half the equation. The real value comes from working with someone who knows how to use them strategically and securely. That’s where Right Recruit makes the difference offering UK businesses virtual assistants from abroad who are fully trained, tech-savvy, and ready to make an impact from day one.
If you’re ready to find a virtual assistant who already understands your workflow and tools, Right Recruit can help you start with confidence.
