Tech We Trust

Essential Tech Tools for Small Business Owners.

At Black Cat Virtual Assistants, staying organized, efficient, and providing high quality support to our clients is at the heart of what we do. We rely on a special selection of tech tools to streamline our workflows, ensure clear communication, and keep projects running smoothly behind the scenes. These platforms help us deliver exceptional results while maintaining flexibility and clarity in our work.

We've trialed a ton of platforms over the years, with lots of success and even more failure. But after putting everything out there to the test, we've landed on a pretty good set up, and now we're going to tell you what you need to know about our favorite tech tools. Let's go!

Asana for Task Management and Delegation

Asana is our go-to for project management. It allows us to create structured workflows, set clear deadlines, and assign tasks across our team with transparency. The task checklist features make it easy to track progress and avoid overwhelm while sharing clear expectations for what needs to be done. The ability to set tasks as repeating on specific timelines helps us to ensure that nothing gets missed.

The calendar view makes time management so easy, allowing us to visualize and prioritize our tasks all in one place. Task specific time tracking ensures that we stay efficient and allows us to review where our time goes in every day to improve efficiency. To streamline things even further, we have forms to collect requests from clients that are linked to automations, automatically assigning these tasks to specific team members.

Asana keeps everything in one tidy place. But like any tool, Asana isn’t perfect. It can feel a bit overwhelming at first—especially for anyone new to using a task management software. While its customization options are great, too many features can clutter your dashboard if you're not careful. And the mobile version, while functional, can be less intuitive for detailed work. Additionally, some of the more advanced features require a paid plan, which may not be ideal for smaller businesses.

Flodesk

Flodesk is a beautifully simple email marketing platform that helps us create polished, on-brand emails and automations without a steep learning curve. Its drag-and-drop design features are perfect for small businesses that want their newsletters and opt-in forms to look professional without hiring a graphic designer. We love using it to build workflows that nurture leads and share valuable content. The best feature? Pricing!! With a flat annual rate, your email marketing expenses don't grow as your audience grows, a feature most other platforms don't offer.

Remember the welcome email you got when you joined our mailing list? That was sent through a Flodesk automation—meaning you got the information you needed and we didn't have to manually send it to you. This is the power of setting up email marketing automations.

One limitation of Flodesk is that it doesn't offer deep data analytics compared to other platforms. If you're looking for features like A/B testing or advanced segmentation, Flodesk might feel a bit light. It also has fewer third-party integrations than other platforms, which may be limiting depending on your tech stack.

Get 50% off your first year with Flodesk here

Vista Social

Vista Social is our go-to social media scheduling tool. It allows us to plan, create, and publish content across multiple platforms in one streamlined dashboard. The calendar view makes it easy to visualize weekly or monthly content plans, and we love the ability to manage multiple brands or client accounts without confusion. Our client's have the option to use our Vista Social account for a small monthly fee, saving them money by not having to purchase their own scheduling program.

It also includes features like post approvals and workflows, hashtags suggestions, and analytics. For many of our clients all they have to do is open the notification email they get when a post is ready and hit "approve". It's as simple as that.

And the best part about VS? They are ALWAYS adding new features. You can schedule IG reels with trending audio (no other platform is connected to IGs audio library) and with their newest update you can even have autoreplies and DM automations. Goodbye Manychat or LinkDM! Vista Social does it all.

 Get 20% off your first year with Vista Social

Although it is an amazing platform, it's not perfect. Some users find the analytics a bit basic depending on their reporting needs. And although the interface is very user-friendly, new users might need some time to learn the layout and settings. With so many features, it can be confusing at first, but proves to be extremely efficient when you get the hang of it.

Choosing the right tools for your business can feel overwhelming, especially with so many options out there. What works well for one business might not be the right fit for another—and that's okay. At Black Cat Virtual Assistants, we’re here to help you figure out what systems and platforms will actually support your unique workflow, goals, and capacity. If you're not sure where to start or you're stuck trying to decide between a few options, reach out to us. We’ll help you cut through the noise and choose the tools that make the most sense for your business.

Contact Us today to learn how we can help