Five Essential Organisational Tools for Virtual Assistants and Project Managers
Staying organised is one of those things that sounds simple in theory but feels much harder in practice — especially when you’re juggling multiple clients, projects, deadlines, and systems.
If you’ve ever found yourself surrounded by sticky notes, half-written to-do lists, or reminders scattered across different tools, you’re not alone. Many virtual assistants and project managers reach a point where they realise there must be a better way to stay on top of everything.
After working as a project manager and administration consultant for close to 15 years, I’ve tested more tools than I can count. Some overpromised and underdelivered. Others added complexity without actually improving how I worked.
Over time, I’ve narrowed things down to a small set of tools that genuinely support organisation, clarity, and consistency — without becoming another thing to manage.
These are the five organisational tools I come back to time and time again.
Why Organisational Tools Matter
Organisation isn’t about being busy or rigid. It’s about creating systems that support how you work, rather than fighting against it.
The right tools can help you:
Keep track of tasks and deadlines
Manage multiple projects without overwhelm
Understand where your time is going
Reduce mental load
Work more consistently and confidently
The key is choosing tools that are practical, flexible, and easy to maintain.
Five Organisational Tools I Rely On
These tools work well individually, but together they form a solid foundation for managing work as a virtual assistant or project manager.
1. Asana — Project and Task Management
Asana is my go-to tool for managing projects, tasks, and ongoing work.
Whether you’re working on a large project or managing smaller recurring tasks, Asana keeps everything visible and organised in one place. You can create projects, assign tasks, set deadlines, and track progress without relying on endless email chains.
What I find most useful is the ability to:
Organise work by project or client
See deadlines clearly
Collaborate with teams
Keep conversations linked to specific tasks
For me, Asana removes the need to rely on memory — and that alone makes it invaluable.
2. Toggl — Time Tracking Made Simple
Understanding how time is spent is essential, particularly when you’re working across multiple clients or projects.
Toggl is a simple but effective time tracking tool that allows you to start and stop timers as you work, tagging time to specific tasks or clients. Over time, this builds a clear picture of where your time actually goes.
This can be helpful for:
Billing accurately
Reviewing workload
Spotting inefficiencies
Setting realistic expectations
Toggl doesn’t require complex setup, which makes it easy to stick with — and consistency is what makes time tracking useful.
3. Canva — Simple, Accessible Design
Not every task is admin-focused. Many virtual assistants and project managers support clients with marketing, social media, or internal communications.
Canva is a versatile design tool that makes creating visual content accessible — even without formal design training. With its templates and drag-and-drop functionality, it’s easy to produce professional-looking graphics quickly.
Canva is particularly useful for:
Social media graphics
Headers and banners
Simple marketing materials
Internal documents and presentations
It allows you to be creative without overcomplicating the process.
4. Hootsuite — Social Media Management
Managing social media manually can quickly become overwhelming, especially when supporting multiple accounts.
Hootsuite allows you to schedule posts in advance, monitor activity across platforms, and keep everything organised in one dashboard. Rather than jumping between apps, you can manage social media in a more structured, intentional way.
For me, it’s about:
Reducing daily pressure
Maintaining consistency
Managing multiple platforms efficiently
There are many tools that do this, but the best one is always the one you’ll actually use — and Hootsuite fits neatly into my workflow.
5. Dropbox — File Storage and Access
Having a reliable place to store and share files is essential.
Dropbox provides secure, accessible storage that works across devices, making it easy to access documents, images, and videos wherever you are. Sharing files is straightforward, and syncing across devices helps avoid version confusion.
For virtual work, access and reliability matter — and Dropbox consistently delivers both.
Choosing Tools That Work for You
It’s important to remember that the “best” tools are subjective. What works brilliantly for one person may not suit another.
When choosing organisational tools, consider:
How easy they are to maintain
Whether they reduce or add complexity
How well they integrate with your workflow
Whether you’ll actually use them consistently
A small, well-chosen set of tools is often more effective than a long list of unused ones.
Final Thoughts
Organisation isn’t about perfection — it’s about creating systems that support your work and reduce unnecessary pressure.
These five tools have helped me stay organised, manage multiple responsibilities, and work more effectively over many years. They aren’t the only options available, but they’ve proven reliable, practical, and adaptable.
If you’re feeling overwhelmed or stretched, reviewing your tools and systems is often a good place to start.
If you’re looking to improve how your business operates behind the scenes — whether through better systems, clearer processes, or practical support — our admin and operations support can help bring structure and clarity to your day-to-day work.