The 10 best productivity apps you and your Support Assistant can use to get more done
The Entrepreneurial You
Want the transcript? Download it here.
Episode breakdown
Barbara is an investor, entrepreneur, and Founder & CEO of The Virtual Hub – a business she started by accident that exploded in the space of 12 months to become one of the leading companies that recruits, trains, and manages support assistants for businesses who need to free up time and energy so they can go to the next level. With a strong focus on customized training and ongoing career development, Barbara has built a company that ensures their team is trained in cutting-edge programs (like Hubspot, Ontraport, etc.) to best meet their clients’ unique needs in digital marketing, social media, personal assistant services, and administrative support.
- The importance of using project management tools in your business
- Why LastPass is a great password security app
- Why G Suite is a great tool for remote teams
- How CRM tools can help you cut out manual labor
- The best tool for integrating 2 different apps
- How to make us of everything Zoom has to offer
- Why Hootsuite is the best tool for social media management
- The best graphic design tool for beginners
- How time tracking apps can help you manage your team and help them improve their focus and productivity
- Mistakes the people tend to make when using Xero
"You can be the best virtual assistant in the world and still fail at this and not because you’re not great at what you do because you don’t know how to manage the client"
In this episode
00:00 Introduction and Overview
The episode begins with an introduction to the host, Heneka Watkis-Porter, and the podcast The Entrepreneurial You, which targets Caribbean entrepreneurs. The show is sponsored by Heneka’s personal website and the Jamaica Stock Exchange. A voiceover and testimonial highlight the benefits of doing business through the Jamaica Stock Exchange.
02:32 Guest Introduction and Background
Barbara Turley is introduced as the guest, an entrepreneur and founder of The Virtual Hub. Heneka shares a quote from Jennifer Sincero and welcomes Barbara. They touch briefly on Jamaican music before diving into Barbara’s business journey.
04:35 The Accidental Business Journey
Barbara shares how she unintentionally started The Virtual Hub while coaching clients who struggled with hiring. She began connecting clients with support assistants, which organically grew into a business due to high demand.
07:01 Current Status of The Virtual Hub
Barbara describes the growth of her company to 140 employees with global clients. She emphasizes the non-linear nature of entrepreneurship and the challenges of scaling a business.
08:14 Top Productivity Apps: Asana
Barbara introduces Asana as her top productivity tool, essential for managing remote teams. It centralizes task management and eliminates email confusion.
09:51 Top Productivity Apps: LastPass
LastPass is recommended for secure password management, allowing support assistants to access accounts without seeing passwords and facilitating easy user removal when needed.
11:43 Top Productivity Apps: G Suite
Barbara praises G Suite (now Google Workspace) for its cloud-based collaboration tools, including Docs, Sheets, Calendar, and Google Meet. She highlights its real-time editing and communication features.
14:02 Top Productivity Apps: CRM Tools
CRM software like Entroport, HubSpot, and ActiveCampaign are recommended to automate and personalize client and employee experiences. Barbara explains how these tools save time and improve business operations.
16:24 Top Productivity Apps: Zapier
Zapier automates workflows by connecting different apps and systems. Barbara explains how it enhances productivity by automating tasks such as calendar bookings and data updates.
18:44 Top Productivity Apps: Zoom and Loom
Zoom and Loom are grouped together as tools for communication and feedback. Zoom is highlighted for meetings and webinars, while Loom is praised for creating quick video instructions for support assistants.
19:37 Top Productivity Apps: Hootsuite
Hootsuite is introduced as a tool for managing social media accounts efficiently. It enables scheduled posts and dashboard management across multiple platforms.
20:40 Top Productivity Apps: Canva
Canva is celebrated as a user-friendly graphic design tool that has revolutionized design for non-designers. It’s recognized as essential for creating professional visuals quickly.
21:10 Top Productivity Apps: Time Tracking Tools
Tools like Time Doctor, Clockify, and Harvest are suggested for tracking work hours and improving productivity. Barbara warns against using them as surveillance tools and recommends them for coaching and optimization.
21:55 Top Productivity Apps: Xero Accounting Software
Xero is endorsed for managing finances but with a caution: users should consult professional bookkeepers to avoid costly mistakes. It’s useful for invoicing and automations but not for self-managed accounting.
23:52 Advice for Aspiring Support Assistants
Barbara advises aspiring support assistants that technical skill alone isn’t enough—they must learn to manage client relationships, set boundaries, and use tools like Asana to stay organized.
25:45 Resources and Contact Information
Barbara shares links to resources including a blog post summarizing the apps, a downloadable guide on support assistant success, and an email course. She also provides a special landing page for listeners to book consultations.
27:20 Closing Remarks and Farewell
The episode wraps up with Heneka thanking Barbara and reflecting on the discussion. Barbara shares her international background and relocation to France. Heneka closes with a biblical point of hope for listeners.
