3 Crucial tech tools to guarantee success with Support Assistants
Virtual Success Show
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Episode breakdown
In this episode, Matt and Barbara speak about the 3 most crucial tools you must have in your business to guarantee success.
There are non-negotiable tools that you must adapt and adopt to succeed with virtual assistants like Asana, Trello, Slack, Google Drive, etc.,..
In this episode
00:00 - Introduction
The Virtual Success Show helps entrepreneurs reclaim time by outsourcing tasks they’re not great at. Hosts Matt Malouf and Barbara Turley kick off with friendly banter from sunny Sydney before diving into how their shared experiences in business coaching and outsourcing shape valuable discussions to help entrepreneurs succeed by focusing on what they do best.
01:25 – Technology that is crucial to succeed in your business
Matt and Barbara discuss the overwhelming variety of tech tools available for virtual teams and emphasize the need for simplicity. While Matt admits tech didn’t come naturally to him, Barbara enjoys it but values minimalism. Together, they identify three essential, non-negotiable tools that every business—especially those with support assistants or large teams—must adopt to ensure success and efficiency.
02:58 – Tool number 1: Project management
Matt and Barbara stress that a project management tool like Asana is essential when working with support assistants. It streamlines communication, tracks tasks, improves accountability, and prevents errors caused by missed emails or forgotten details. Even simple setups bring clarity and structure. Asana’s transparency highlights strong performers, ensures task completion, and is a non-negotiable tool for scaling beyond a basic startup.
09:25 – Tool number 2: Effective communication
Barbara and Matt stress the importance of clear communication tools when working with virtual teams. While chat apps like Slack or Skype are ideal for quick messages, task instructions must be documented in tools like Asana. Setting communication rules—like using one platform, separating casual chats from task-related ones, and logging decisions—ensures accountability, reduces chaos, and supports team culture and productivity.
17:49 – Tool number 3: Data management
Matt and Barbara highlight the need for a centralized data management tool like Google Drive, Dropbox, or Sync. Without it, teams waste time searching for files or storing them locally. Success comes not just from choosing a tool but from creating and enforcing a clear structure for storing, naming, and accessing files—ensuring consistency, security, and efficiency across the business.
22:40 – Why having processes is also crucial to your business
Barbara emphasizes that success with virtual teams relies on three essential tech tools: project management, communication, and data management. However, tools alone aren’t enough—clear, shared processes for using them are crucial. Even top performers can’t thrive without unified systems. Consistency in how tools are used creates clarity, reduces chaos, and helps support assistants integrate smoothly and work more effectively.
23:40 – Benefits of these tools
Matt and Barbara explain that with the right systems—project management, communication, and data tools—onboarding support assistants becomes smoother, team roles and access are clearer, and communication is more efficient. Email use is minimized, improving focus and transparency. In fact, Barbara avoids internal emails entirely, reinforcing that streamlined systems—not email—are the backbone of successful virtual team operations.
24:26 – Bonus tech tool
Matt and Barbara share a bonus tech tool: Loom, a free Chrome extension for recording quick videos. It’s ideal for giving clear instructions, especially when words fall short. While not essential, Loom enhances communication by allowing support assistants and others to rewatch guidance. It’s also useful for proposals and client communication—an excellent add-on to the core tools for virtual teams.
27:03 – Wrapping up
Matt and Barbara wrap up by emphasizing the importance of three key tech tools—project management, communication, and data management—for success with support assistants. Without them, businesses risk wasted time, money, and frustration. They encourage listeners to commit to setting these up, revisit the episode, and reach out via their Facebook group for support. Listener feedback and reviews are always welcome.
