Tips from a Virtual Assistant Who’s Been There
When I first started as a virtual assistant, I didn’t really know how to use Google Workspace because I’d mostly worked with Microsoft Outlook products.
But when I purchased my website hosting plan and saw it came with a Google Workspace account, I figured I’d have to learn it pretty quickly.
Fast forward to today, and I’ve worked with clients who use it every day. I even took a course on Udemy to get the hang of it.
And now? I can’t imagine running my business—or supporting my clients—without it.
It’s one of those tools that makes everything easier.
If you’re a small business owner trying to keep things organized, communicate better with your team or VA, and save yourself a ton of time, Google Workspace is your new best friend.
Let’s walk through five essential tools you should be using (plus a bonus one you might not have tried yet!).
1. Google Drive: The Ultimate Digital Filing Cabinet
Google Drive is one of my favorite tools.
It’s where I store everything—client contracts, brand assets, social media graphics, you name it.
It keeps my business files organized and accessible from anywhere.
The best part?
I can share files or documents with clients, teammates, or collaborators, and we can work on them simultaneously.
No more emailing files back and forth with weird filenames like “FINAL_JUNE25.docx.” Everything lives in one spot.
2. Google Calendar: Keep Your Time in Check
If you’re juggling client calls, team check-ins, and your own to-do list, Google Calendar is a must.
It’s simple to use but powerful enough to keep your schedule under control.
You can easily set reminders, create recurring events, and sync it with platforms like Calendly or Zoom.
Plus, it updates across all your devices—so you’re never wondering when that meeting is.
As a VA, I love using Google Calendar to keep track of appointments and stay in sync with my clients.
3. Google Docs: Teamwork, Made Easy
Google Docs is the best tool for collaboration.
I use Google Docs to write blogs or newsletters, create process documents, and take notes during calls—it makes working together simple and smooth.
You can comment, suggest edits, and tag people to get their input—all in real-time.
It keeps everything moving and makes teamwork feel effortless, even if you’re in different time zones.
4. Google Sheets: The Underrated MVP
Don’t let the grid scare you—Google Sheets can help you stay organized.
At one point, a client asked me to use a Google Sheet to track which invoices I’d created. We used a simple color-coding system so she could quickly identify which ones were ready to be sent, still needed review, or had already been paid. It made the whole process straightforward and stress-free for both of us.
You can also use Sheets for:
- Tracking your budget
- Planning out your content calendar
- Keeping up with leads
- Managing product inventory
Even if you’re not a spreadsheet pro, Google Sheets is worth exploring.
5. Google Business Profile: Be Easy to Find
If you haven’t set up your Google Business Profile yet (formerly known as Google My Business), now’s the time.
It’s one of the easiest ways to boost your visibility—especially if you serve a local audience.
Your profile shows up in Google search results and on Maps, making it easy for people to find you, learn about your services, and read reviews.
Be sure to fill out all the details:
- Your hours and contact info
- Business description
- Photos and logo
- Client testimonials
Want to see a real-life example? You can check out my profile Google Review link below if you’re curious how yours should look.
Bonus Tool: Google Forms – Your Secret Weapon for Collecting Info
I haven’t personally used Google Forms for my clients yet, but I’ve learned it’s a fantastic tool for gathering information without clogging up your inbox.
You can use Forms to:
- Onboard new clients
- Collect feedback or testimonials
- Send out quick surveys
- Get input on new services or events
And since all the responses automatically land in a Google Sheet, it’s easy to keep everything organized and in one place. No more digging through emails or DMs to find what someone said.
Bringing It All Together
Google Workspace isn’t just a bunch of random tools—it’s a well-connected system that helps you run your business more efficiently. Google Workspace is designed to help you work smarter.
If you’re just getting started, don’t feel like you need to use everything at once. Pick one or two tools that feel most useful right now and build from there.
Ready to Simplify Your Systems?
I help small business owners get their back office in order, streamline their day-to-day operations, and lighten the load—so they can focus on what they do best.
Thinking about setting up Google Workspace but not sure where to begin? Looking for a VA who can help lighten your load?
Let’s chat!
Book a free discovery call – I’d love to support you and your business.
