Things 3 by Cultured Code is the gold standard for personal task management on Apple devices. Its combination of Areas, Projects, and headings gives power users a deeply organized system — but that organization takes deliberate upkeep. A virtual assistant who understands the Things 3 philosophy can process your inbox, build out project structures, schedule tasks, and maintain the weekly review that makes the whole system work. The result is a clean, actionable task list waiting for you every morning.
What a VA Can Do in Things 3
| Task | How the VA Handles It |
|---|---|
| Process the Things inbox | Reviews captured tasks and routes them to the correct Area or Project with deadlines |
| Build and organize projects | Creates project structures with headings and sub-tasks for complex goals |
| Schedule tasks and deadlines | Assigns dates, defer dates, and reminders to ensure timely action |
| Set up recurring tasks | Configures repeating items for regular responsibilities across all life areas |
| Conduct the weekly review | Audits all projects, closes completed items, and identifies upcoming priorities |
| Add tasks via email or notes | Converts action items from other tools into Things tasks using the share sheet or email integration |
| Maintain Area organization | Keeps Areas clean by archiving completed projects and reorganizing as goals shift |
| Prepare daily task briefs | Creates a short summary of the day's top priorities and shares it with you each morning |
Setting Up Your VA in Things 3
Things 3 is a personal, device-based app without built-in multi-user collaboration. The most effective way to involve a VA is to grant them remote access to your Mac via a tool like Loom or a remote desktop session during work hours, or to use Things Cloud sync across a dedicated shared device. Alternatively, your VA can manage tasks on your behalf using the Things Mail-to-Things feature, emailing tasks directly into your inbox.
Create a shared document (in Notion or Google Docs) where your VA logs completed actions, notes questions, and tracks any tasks they've submitted. Define your Areas clearly — Work, Personal, Finance, Health, etc. — and share a guide explaining what belongs in each. Establish a morning routine: your VA reviews Things, prepares a daily brief, and sends it before your day begins.
Pro Tips for Maximum Output
"Things 3's elegance comes from focus — a VA who respects that philosophy will keep your system clean instead of cluttered."
- Use defer dates strategically. Have your VA assign defer dates to future tasks so your Today view stays focused and never overwhelming.
- Keep projects outcome-oriented. Each project title should describe the desired outcome (e.g., "Website redesign launched") so progress is always measured against a clear goal.
- Integrate with other tools. Use Zapier or Shortcuts to automatically send tasks from email, Slack, or your website into Things — then have your VA process and organize the inbox.
- Protect the Today view. Instruct your VA to limit the Today list to 3–5 priority tasks, pushing everything else to upcoming dates so your focus remains sharp.
What to Pay
| Level | Hourly Rate |
|---|---|
| Entry | $7–$12/hr |
| Mid | $12–$20/hr |
| Specialist | $20–$28/hr |
Ready to Hire?
Ready to hire a virtual assistant? Virtual Assistant VA connects you with trained VAs who are proficient in Things 3. Also check out our guide on virtual assistant administrative tasks and learn how to onboard a virtual assistant to get results from day one.