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Marketing Tools for Virtual Assistants

As a Virtual Assistant and Social Media Manager, our job is to take the “busy” online and social media marketing projects that our clients spend their valuable time on, and handle those tasks effortlessly and efficiently.  Often we are able to accomplish this through the use of some amazing online tools.

Below is a list of marketing tools that Assistant Angel’s team has successfully used to serve their clients:

-- Updates as of March 2016*

 

Accounting Programs

  • Quickbooks.com – allows you to do invoices, payables, receivables, etc.
  • FreshBooks.com- offers online invoicing, bill paying and accounting

APPS

  • LightArrow - If you have a iPad, iPod or iPhone and like to use organization app, take a look at Light Arrow. It organizes your whole life:  Work, family, travel, projects, grocery shopping, kids activity and education. You name it, it's there. You can even add PDF docs to projects. It uses context to link all information together. (from Crystal Sehorn)
  • Layout from Instagram - Create a photo collage for Instagram using multiple photos.
  • Repost App- Repost app makes it easy to repost your favorite photos while giving credit to the original source.

Calendar

  • Google Calendar - allows you to sync an online calendar database with your smart phone.  Very good for reminders and email notifications as well.
  • Care Calendar - allows you to organize meals, support and visitations for people in one convenient place.  Set up a profile and email out the code so everyone can track the activities.
  • LightArrow - If you have a iPad, iPod or iPhone and like to use organization app, take a look at Light Arrow. It organizes your whole life:  Work, family, travel, projects, grocery shopping, kids activity and education.

Car Magnet Printer

  •  TSGCreations - has incredible pricing and great customer service for car magnets. A couple of my clients have used them and LOVE them! ~ Angel

Client Management

  • Asana.com - there is a free option for Asana that is easy to use.  Asana allows you to set up tasks, to do's, etc.
  • Basecamp- some clients choose to have everything in 1 place - basecamp is a good program for that (free version).
  • Fogbugz - is for larger teams that have a product and chain of people to manage (free for up to 2 users).
  • Google Project Hosting - another option to manage your clients and tasks via google.
  • Nimble - pulls in various social networks and adds CRM options and connections (fee based)
  • Redbooth - has low cost monthly options to manage your client and project management.
  • Trello.com - Free.  This program allows you to organize clients and tasks by charts and cards.  Pretty cool system if you are visual.
  • Zoho- is a bit more labor intensive but it does allow you to track all parts of a clients progress in the cloud.

Cloud Computing

  • If you have an Outlook email account and want to get it on the cloud, consider Rackspace.  For $12 a month all of your emails will be hosted in "the cloud" or online.  You can access this email from your phone, laptop, etc.  (Great tip from Tracey Gritz at EfficientOfficeNC.com)
  • Try the NEW Outlook.com
  • Google Drive:  allows you to store documents, photos, etc. for free on https://drive.google.com.  Please note that often Google will search your documents and photos and advertise to you on the side bar of what information you are posting.
  • Microsoft One Drive:  Allows you to share documents, information and images.  You will need a hotmail or live.com account to access.  Free to sign up.
  • Dropbox is becoming more popular with more and more cloud options.

Computer Backup

It is always important to make sure that your computer is backed up.  Here are some sites that are able to do it for you.  Most have some sort of fee included:

Please Note:  Some folks use Dropbox.com and have all of their information backed up directly to Dropbox, so they have a copy on the cloud.  There are fees for the amount of storage though.  (full article of Computer Back Up Options from PC Mag March 2012)

  • Carbonite.com - This is the program I (Angel) use, and I have been very happy with their service.  You can get 2 months free if you use Kim Komando (digital tech chick who is amazing).  Here is the link for her discount page.
  • MiMedia - I knew someone who used MiMedia and was happy with it.  You will want to make sure it is a good fit for your needs, it is more expensive than the others.
  • Crash Plan - Another highly rated and affordable plan.

Computer Equipment (Refurbished)

  •  Woot.com - allows you to purchase daily deals of refurbished products.
  • Tigerdirect.com - now owned by CompUSA - discount pricing on computer products

Conference Calls (Free)

  • FreeConferenceCall Allows you to have multiple calls and record the call if you choose for free.
  • FreeConferencePro is a free, full-featured audio conferencing service. You can make unlimited audio conference calls without having to pay for any bridging time.
  • UberConference is a newer program and I have to be honest, I have not had any dropped calls with this platform.  You can do a monthly plan where you get a customized url.  I really enjoy and utilize this for my team calls lately ~ Angel

Contracts

  • LegalZoom.com - allows you to get contracts on a state by state basis drafted by attorneys.  There are fees for these documents.
  • PrintableContracts.com - allows you to create very generic contracts for free.
  • SpeckyBoy - Free Contract design templates

Coding Shortcuts

Color Determination

CPA for Small Business

There are a couple of local CPAs who are "teachers" and help small business when they are first starting out.  (In full disclosure, I do not get a referral they just have good reputations and I wanted to share)

  • CPA - Jason Bailey

Jason Bailey was kind enough to create Business Tax Tips for Virtual Assistants.  If you are not in the Raleigh NC area, call Jason to see if he can refer you to another CPA around the US.

CRM – Customer Relationship Manager

  • Zoho.com  – allows you to create invoicing, time tracking, contact management and it is free.
  • Highrisehq.com  – database management, contact search, follow ups, reminders and free packages available
  • CapsuleCRM.com- database management to keep track of the clients and companies you do business with.
  • TPNI Engage - this is a great tool to engage with audience from initial contact to transaction and after.  Please Note:  This is good for 7k or more contacts.
  • Infusionsoft - Mack daddy of all CRM programs - it is costly but for the right client -- amazing potential!

Directions

  • Meetways - allows you to put in two points on a map and find a middle point on the map.
  • Mapquest - driving directions - can be texted to your phone (app also available)

Document Sharing

  • Google Docs– when you set up a Google account, you have the option to share Google documents with other people by clicking on the sharing option.
  • Dropbox.com – allows you to share large documents from one pc to another.  This is a good resource when you are emailing pictures and large video documents.
  • Google Drive - new option by Google that allows you to upload docs, everyone work on the same doc simultaneously, etc.

Domain Valuation

If you ever have a domain that needs to have a "value", here are 3 sites that can give you a ballpark figure:

Education

We are seeing a huge increase in online learning particularly for coding

  • Code.org - teaches you how to code
  • Khan Academy - offers various online tutoring for:  math, science, computer science, humanities, test prep and more

Email

  • Gmail.com  – Without a question Gmail offers you free email, document sharing, task options, etc.
  • To make Gmail your default email browser, here is a great article
  • Outlook.com- Default email system that arrives with Microsoft products.  Outlook allows you to manage contacts, put emails in folders, etc.
  • Yahoo Email - Yahoo email has made various changes over the past few months.  Some of my clients like the new layout. ~ Angel

Email Organization

  • Sanebox.com:  You can filter emails with Gmail.com, but some virtual assistants have found Sanebox allows you to organize your email in an easier less confusing fashion.

Email Desktop Notifier

Sometimes a client will want you to have an email address with their company (long term client).  Be sure to check out and see if their email program has a Desktop Notifier so you are able to see emails from them directly.

  • GoDaddy.com has a Desktop Notifier that is easy to use.

Email Follow Up

  • FollowUpThen.com  – allows you to send an email to this address at certain time intervals (and get reminders to follow up).  Copies of your original message are included.  For example, you can send an email and cc: 2days@followupthen.com and you will get a reminder in 2 days.

Engagement Management

  • LinkedIn Rapportive is an add on which allows you to view your Email contact LinkedIn profiles inside Gmail.

Event Registration

  • Eventbrite.com  – is a free resource that allows you to create a registration page for your event that works with paypal and other payment types.  Also, Eventbrite easily integrates with www.Mailchimp.com
  • Evite.com – free email invitation program that allows you to invite people to an event and see list of attendees.  Lists can be easily imported into this site.

Event Marketing

  • EventSetter - lets you post events to an online directory for free
  • AllConferences.com - you can post your event by category.  This site gets about 9,000 views a month
  • Yelp.com - has over 19 million visitors per month.  If you are active on Yelp it will definitely benefit to have your events on here also.
  • Eventful - Over 422,000 events per month.  This is good for music, community and educational events.
  • Confabb - Large resource for conference, conventions, tradeshows and meetings.

Facebook Applications to Create Custom Tabs

  • Woobox - I have learned to love Woobox, you can create an HTML page on FB Fan Pages, as well as Instagram, Youtube, Twitter tabs, too.  All for free
  • Static HTML- One of the largest providers of custom tabs on Facebook. Static HTML makes it simple to create powerful custom iframe tabs.
  • TabSite- Another resource for creating custom Facebook Tabs.

Facebook Timeline Cover Images

  • Picmonkey.com - allows you to create a custom Facebook timeline photo and download it directly to your computer.  There is a free and a paid option as well.
  • Pagemodo - allows you to create custom Facebook cover images with their templates for free (paid version also)
  • Canva - Canva makes design simple for everyone. Create designs for Web or print: blog graphics, presentations, Facebook covers, flyers, posters, invitations, etc.

Facebook FBML Landing Page

  • Woobox - I have learned to love Woobox, you can create an HTML page on FB Fan Pages, as well as Instagram, Youtube, Twitter tabs, too.  All for free
  • Pagemodo.com – is a tool that allows you to create a Facebook Fan Page Landing with step by step instructions.
  • FaceitPages.com- allows you to create custom FB Fan Page landing pages.
  • fbiframes.com - create custom FB Fan Page landing pages - will even transfer your current FBML page to an iframe.

Facebook Live

Facebook Tabs - Promotions

  • Woobox - allows you to offer Coupons, Sweepstakes, Pinterest Contests and more.  Paid packages.  Some of my clients have used this and liked the flexibility of the platform. ~ Angel

Fax to Email System

  • Efax.com- allows you to receive faxes and they arrive to you via email.  Efax has a free and paid option
  • Ring Central - allows you to have internet fax service to send, receive, broadcast and manage any faxes via your online connection.  There is a monthly fee for this option.

File Storage

  • Dropbox.com- allows you to store online files in the "cloud".  They have a free version and a paid version.  Also, you can store documents into your "public" dropbox file, copy the link and use that link to share documents with others.
  • E-Junkie.com - allows you to upload content to the site and offer it for a fee.
  • Google Drive:  allows you to store documents, photos, etc. for free on https://drive.google.com.  Please note that often Google will search your documents and photos and advertise to you on the side bar of what information you are posting.
  • Microsoft One Drive:  Allows you to share documents, information and images.  You will need a hotmail or live.com account to access.  Free to sign up.
  • Dropbox is becoming more popular with more and more cloud options.

Google Alerts

  • Google Alerts:  This is a good way to get alerts on certain keywords you are tracking.
  • Talkwalker Alerts:  Another option to Google alerts (Angel has used it and likes it!)

Google Shortcut

  • gkwords.com - A shortcut to Google Keyword Tools:   gkwords.com (Note: As of 2014 this has been moved to Keyword Planner by Google)

Google Docs (Forms/ Surveys)

  • Shortcut:  If you are collecting a large amount of data for a client, you can also set up a Google Docs Form / Survey and have that information automatically feed to a google spreadsheet.

Hex Codes

  • Color Combs - gives you hex codes off a particular website if you need the info.
  • Eye Dropper App for Google Chrome- Great in browser app that is easy to use without needing to switch windows or tabs to find HEX codes.

HTML

  • If you need to see what code will look like, this is a good site to check:   https://htmledit.squarefree.com
  • Image Maps - HTML for Images is a great site to get the html coding from the images. (Thanks Colleen Gray for the share!)
  • HTML Image Help - This site allows you to grab the code for images.

Image Editing

  • Image-maps.com/ is a handy free tool that lets you host your images in high quality resolution
  • Freeonlinephotoeditor.com/ allows you to add text, borders, etc to pictures as well
  • Canva - Canva makes design simple for everyone. Create designs for Web or print: blog graphics, presentations, Facebook covers, flyers, posters, invitations, etc.
  • Picmonkey.com - allows you to create a custom Facebook timeline photo and download it directly to your computer.  There is a free and a paid option as well.

Image Size for Social Media Platforms

imgguide

 

 

Invoicing

  • Roninapp.com – is a handy tool that allows you to create nice invoices while also allowing you to track your hours and make them in a nice presentable manner for a client.
  • FreshBooks.com- offers online invoicing, bill paying and accounting
  • Quickbooks - a powerful tool if you need to access quickbooks files remote.

IRS

Logo

  • Logo Nerds - allows you to submit logos that you like and they come up with one based on your criteria for pricing around $27 (thanks Colleen Gray for the share!)

LLC Information

  • LLC - Annual Report filing dates by state

Marketing Plans

  • Mplans.com - Get practical ideas and good models with dozens of examples of successful marketing plans. Or create your own marketing plan from scratch with our Sales and Marketing Software.
  • Enloop.com - Automatically write a customized business plan, prove your idea and forecast the success of your business.

Meme's

  • Imgflip.com/memegenerator Create meme's with generic pictures
  • Image Chef allows you to create custom images on various backgrounds in the text format you desire
  • Keep Calm Studio - create custom Keep Calm logos
  • Canva - Canva makes design simple for everyone. Create designs for Web or print: blog graphics, presentations, Facebook covers, flyers, posters, invitations, etc.
  • Picmonkey.com - allows you to create a custom Facebook timeline photo and download it directly to your computer.  There is a free and a paid option as well.

Networked Blogs (auto post Blogs)

  • Networkedblogs.com allows you to post your blog to various social networks automatically.  This is a free program.

Newsletter / Magazine online Publishing/Subject Curation

  • Scoop.it Scoop.it is a FREEpublishing-by-curation platform. We provide a service making curation a simple and new form of expression on the Web. Thus, you can easily create your online magazine. We want everyone to be a publisher and be heard everywhere.
  • Google Alerts:  This is a good way to get alerts on certain keywords you are tracking.
  • Talkwalker Alerts:  Another option to Google alerts (Angel has used it and likes it!)

Non-Profits

PDF Creator

  • Sourceforge.net/projects/pdfcreator/ – Simply select a printable Windows file, print to the PDFCreator and your document will save in PDF format. You can then read, print or e-mail the finished product. Install PDFCreator carefully. Listeners have complained about PDFForge toolbar, which is included. It apparently directs users to urlseek20.vmn.net. You should have the option of not installing it. However, some people believe it installs regardless.  If you install the toolbar and have problems, it can be uninstalled. Click Start>>Control Panel. In Windows XP, double-click Add or Remove Programs. In Vista, double-click Programs and Features. In either, find the toolbar in the list and remove it

PDF to Word

  • PDFtoWord.com allows you transfer a .pdf document to a word document.  You will need to upload the document to the site and they will email the document back to you (max 6 hours later).
  • Google Doc and Google Drive

Photo Editing

  • Canva allows you to edit photographs, create images, etc.
  • Freeonlinephotoeditor.com allows you to edit photos directly online, no program to download.  Good for resizing pictures, etc.
  • Fotoflexer - same platform used in Picasa, etc.
  • PicResize - allows you to rezie photos
  • Pixenate - more advanced than above with: blemish fixer, fill light, doodle, etc.
  • PicMonkey - lets you create Picture collages, and design images.

Pictures (Royalty Free)

  • Fotolia.com – you can find pictures royalty free or purchase for as low as $5
  • Photobucket.com – there are some free royalty free pictures (some are risque…FYI) but there is a paid program $3 per month that is another option to get better royalty free pictures.
  • Big Stock:  allows you to purchase images. This site has a large quantity of images to choose from (via Colleen Gray).

Picture Resize

Post Office

If you are choosing to have your mail forwarded to a post office for your business, please note that when forwarding to a new address, you will need your mailbox company to forward.  The only exception is if your mailbox is actually with the United States Post Office.

Pop Up Blockers

Pre-Post Planning

If you want to preplan your posts on various social media sites here are some options:

  • Facebook: This is NEW! Now you can preplan a post on Facebook.  Here is Mashable's blog for details.
  • Hootsuite: You can preplan posts on Facebook, Linkedin, Twitter, etc.  Hootsuite has a free and a paid option.
  • PostPlanner: There is a small fee for this program, but you can preplan your posts on Facebook Fan Page.
  • WordPress, etc.  You can also pay additional and do monthly posts and engagement. Free and paid options available.
  • Schedugr.am- Schedule posts for Instagram.

QR Codes

 QR Code Readers

  •  Google Goggles - free link for download QR code software to your Android or Blackberry smartphone
  •  ScanLife - free download QR code reader for the Android smartphone

Real Estate

  • For clients who want to post their real estate listings on one site and have it forward to other sites, Postlets is a good option.
  • Video Training Here:

 

Reputation Monitoring

  • Google Alerts:  This is a good way to get alerts on certain keywords you are tracking.
  • Socialmention.com- get an up to date note of the various places your information is seen on the web and how it relates to your audience.

Screen Capture

Screen Cast

Screen Sharing

  • Join.me is a free resource where you can log into Join.me, get a 9 digit code.  The recipient also logs into join.me and inputs that 9 digit code.  The recipient will now be able to see your screen.  AMAZING tool!
  • Google Hangout

SEO Tools

Shared Statistics

  • Shared Count - allows you to see with the click of a mouse how many times your site has been shared to social media platforms.

Signature

  • www.MyESig.com– this allows you to have a customizable html signature with various links to yours (or any) various sites.  There is a fee of about $9 per month for this service.
  • www.Wisestamp.com – is a great way to get a free email signature.  What I like about Wisestamp is that you can add a live hyperlinks and a Twitter feed to the bottom of the signature.

Survey

  • SurveyMonkey.com - allows you to create a survey and gather the results in a spreadsheet.  Free program.

Task Lists

  • Asana.com - allows you to create lists, free, uses your Google account
  • RememberTheMilk.com – lets you have tasks put in easily, and this can connect with your Google Calendar and your smartphone.  This is a valuable free resource.
  • Evernote.com – allows you to create lists, tasks, notes while on your smartphone, etc.  Easily accessible and free.
  • Google Task Organizer- is an Android app that allows you to organize tasks into parent and child lists as well.

Time Tracking

  • Klok - personal time tracking made easy - it is free with Adobe Air products (thanks Stacey Shanahan for the share!)
  • Rescue Time - is a free product for Window/ Mac and is more of a program to see WHERE you are spending your valuable time.  It is a little bit different spin but very interesting.
  • Roninapp.com – is a handy tool that allows you to create nice invoices while also allowing you to track your hours,
  • Online Stopwatch - tracks your time for free.

Travel Itineraries

  • For Personal Assistants - I use tripit.com for building travel itineraries for clients.  Great tool which automatically includes weather etc in the itinerary for your trip. Simply forward your online reservations (hotel, flights, car) et voila, it is built for you. (thanks Gaynor Fries for this tip!)

Twitter Tracking

  • Hootsuite.com is a great program that allows you to track your Twitter feeds for new posts, pending tweets and follow various Twitter follows in different programs.  Hootsuite also allows you to pre-post on Facebook Fan Page (yours or one you are an admin on), LinkedIn, Twitter and various other social media sites.
  • Tweetdeck.com is fabulous program for tracking Twitter followers, direct messages, re-tweets and more.

Video Email Messaging

  • Eyejot.com allows you to send video messages embedded into your email for free.

Videos Not Displaying

I heard this from a few clients this year that they couldn't pull up Youtube videos on a site.  Here is a blog that may help!

Video-Web Conferencing

  • Skype- Skype is also a great tool for sharing large documents, video files, and  screen sharing.  Best of all, it's FREE! (thanks Stacey!)
  • Google Hangout
  • Join.me - allows you to share your screen for free.  The other users can view your screen.  If you combine this with free video conference you can do training for free online!
  • Great list of Web conferencing solutions from Social Brite

Video Sharing

  • Keepvid.com/If you are looking for a way to embed videos into your presentations, etc. this site will help.  There is a fee of about $30 for it.

Video Recording

Sometimes a client will need you to record your steps.  You can capture videos with these programs:

  • Camtasia -  really great quality photos / videos.  I like TechSmith products and customer service. ~ Angel
  • Snag It - owned by TechSmith.  I am a huge TechSmith fan.  They created Camtasia, one of my earliest video experiences.  ~ Angel

Virus and Spyware Program

Working online you are going to have to make sure your computer is protected.  Here are some decent programs that I have seen work well:

  • AVG - free trial antivirus program
  • SpyBot - search and destroys spyware

Web Page Loading Time

  • Pingdom Tools allows you to check the loading time of your site.

 

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This is an ever increasing list, so if you find something worthwhile to share, please comment below!

* Please Note: some of these links are affiliate links, acquired after I noted value of the products.  Paid endorsements will be noted as such.

 

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Assistant Angel, LLC
Bordentown, New Jersey
Formerly: VirtualassistantTrainingNetwork.ning.com

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