…as a Work-from-Home Virtual Assistant (and Mom)
Let’s be real—working from home as a virtual assistant is amazing, but it also comes with a lot of moving pieces. You’re juggling client work, Zoom calls, laundry, nap schedules, and maybe even catching up on emails while walking on the treadmill or feeding your baby. (Been there, still there!) That’s why having a project management tool isn’t optional—it’s essential.
Project management tools help you keep everything organized so nothing falls through the cracks. Most of these platforms have both desktop and mobile apps, so even if you’re on the go, you can quickly jot down a task the moment a client mentions it. I’ve literally typed to-dos into my phone while balancing a toddler on one hip and stirring dinner with the other. These tools also give your clients visibility into what you’re working on (if they want that), which builds trust and makes you look extra professional.
I actually mention the importance of staying organized in my What is a Virtual Assistant? blog post, but today I want to break down the specific tools I recommend—and why.
My Favorite: Asana
Visit Asana →
This is my daily go-to. I love Asana for its clean aesthetic, flexible task views (list, board, calendar), and its ease of use across devices. Whether I’m on my laptop or on my phone in the car pickup line, Asana keeps me sane. You can create sections for each client, build recurring task templates, and even use it as a lightweight CRM. It’s great for collaborating too—if a client wants to see what I’m working on, I can just share the board with them!
Other Great Project Management Tools
Trello
Trello is a super visual, drag-and-drop board system that’s great for those who like to “see” tasks moving across stages. Perfect for quick project snapshots or managing a content calendar.
Airtable
Part spreadsheet, part database, Airtable lets you create dynamic tables, link records, and view your work in grids, calendars, or even gallery formats. It’s ideal for when you’re tracking more complex information, like content libraries or client onboarding stages.
Monday.com
Monday is like Trello and Airtable had a baby—with powerful automations, Gantt charts, and time-tracking built in. It’s more advanced, so better for multi-step or team-based workflows.
Google Tasks
If you’re already in the Google ecosystem, Tasks integrates beautifully with Gmail and Google Calendar. It’s simple, but efficient for personal task lists and quick reminders.
Microsoft To Do
Great for Outlook users. It lets you sync tasks across devices and share lists, plus it integrates easily with your Microsoft calendar.
Apple Reminders
If you’re an iPhone or Mac user, you might already be using this! It’s simple but powerful, especially with location-based reminders (like “Remind me to follow up with a client when I get home”).
Must-Have Tools to Go With Your PM App
Because sometimes you’re working from the car, couch, or treadmill—here are some Amazon favorites from my storefront that help me manage work and life like a pro:
On the Go
Strong Magnetic Car Phone Mount
Prop this baby up anywhere and take calls while juggling mom life. You can even use Siri to quickly add tasks to your reminders or to-do list hands-free.
From Bed or Couch
Bespilow Extra Large Lap Desk Pillow
If you’re working from the couch during nap time, this lap pillow is a game changer—laptop space, a drink holder, and arm support all in one.
On the Treadmill
Treadmill Desk Attachment
Don’t skip your workout—just bring your laptop with you. I love this for walking while checking emails or planning social media content.
In the Car
Steering Wheel Tray + Back Seat Table
Perfect for working during appointments, school pickup, or road trips. Bonus: doubles as a lunch tray for your little one in the back seat.
Ready to Get Organized?
If you’re just starting your VA journey or trying to get more efficient with your time, I’d love to help. Sign up for my newsletter and get free tips, tools, and encouragement straight to your inbox each month:
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Whether you’re a work-from-home mom, a freelance VA, or just someone trying to keep their life together—these tools are here to make your day smoother. Let me know which one you’re using or loving in the comments!
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