Habit Stacking

A game changer for ADHD ?

Habit stacking - a game changer for ADHD?

Managing daily routines can feel overwhelming, whilst juggling responsibilities and work can become exhausting.

Often, it’s not that you don’t want to get things done—it’s often the thought of ‘where do I start?’ which can cause anxiety, paralysis and often inactivity. Enter habit stacking: a simple and quietly powerful strategy to streamline your day, bring structure to chaos and enabling you to achieve some quick wins.

What is habit stacking?

It’s the concept of linking a new habit to an existing one, creating a natural chain of actions. Think of it like a sequence of events that flow effortlessly, rather than feeling like you’re constantly starting from scratch. The idea is that your existing habits act as triggers for new, beneficial behaviours. Over time, this chain becomes automatic, reducing the mental effort required to remember everything.

Why is this method so effective for people with ADHD?

Neurodivergent brains love efficiency and often get overwhelmed by too many disconnected tasks. Habit stacking helps create automatic routines that lessen decision fatigue and reliance on memory, reducing overwhelm. Additionally, the satisfaction of completing a small chain can give a much-needed dopamine boost.

How to begin habit stacking

Effective habit stacking starts with manageable and comfortable changes. The key lies in identifying existing behaviors that are already part of your routine. These behaviors should be regular activities, such as taking a shower.

Consider the following example: the existing behaviour is taking a shower. To this, you can add the new habit of placing dirty laundry in the washing basket. Using a visual reminder, such as a strategically placed sticky note, can facilitate the formation of this new habit by prompting the desired behaviour.

Once the new habit is established and becomes automatic, additional habits can be linked to it, creating new patterns of behaviour. This methodical approach ensures a seamless integration of new habits into your daily routine.

The key takeaway is to start small, picking only one or two habits and adding more as it becomes comfortable.

Habit stacking for improved workplace structure

Incorporating habit stacking within a work context can effectively organise and support productivity. For instance, the routine action of turning on your computer in the morning serves as an established behaviour. This can be strategically paired with the task of reading and responding to three emails. This approach not only alleviates the feelings of overwhelm and anxiety often associated with communications but also fosters a more manageable and efficient start to the day.

Once this routine becomes automatic, it can be further expanded to include the creation of a list of three daily priorities. This methodical habit stack promotes better communication practices, significantly reduces the risk of experiencing email paralysis and lends to a more structured and productive workday.

Supporting neurodivergent employees

Practical steps for empowering neurodivergent talent in the workplace

How to support neurodivergent employees in the workplace

Neurodivergent employees can find traditional office environments challenging. Using a Virtual Assistant (VA) can provide invaluable, personalised support to overcome challenges and to reduce overwhelm.

At Focusify Ltd, we understand and have experienced the unique challenges neurodivergent employees face. We specialise in providing virtual support that empowers neurodivergent employees to thrive at work.

Here are some of the ways a VA can help neurodivergent employees succeed in the workplace:

1. Task Management and Priority Setting

For neurodivergent individuals, particularly those with ADHD, managing tasks and priorities can be challenging. A VA can help by providing structure and support with task management.

A VA can check in with employees, prioritise tasks, or break down projects into smaller, manageable steps. This approach helps reduce overwhelm and boosts productivity. By organising tasks by priority and keeping on track, VAs make it easier for neurodivergent employees to meet deadlines.

2. Deciphering Communications

Many neurodivergent individuals find email and chat communications difficult to decipher and somewhat distracting. A VA can support the individual to filter out unnecessary messages, prioritise important ones, even craft appropriate responses or act as a sounding board.

3. Scheduling and Time Management Support

Time management can be a significant challenge, especially in environments where meetings, deadlines, and appointments come thick and fast. A VA can take on the role of scheduling appointments, setting reminders, and organising a manageable calendar.

For those who find it helpful, a VA can offer gentle nudges via text or WhatsApp, to reinforce consistency and focus.

4. Reducing Sensory and Information Overload

Many neurodivergent individuals experience sensory sensitivity and can quickly become overwhelmed in fast-paced or distracting environments. A VA can help by curating information, setting up manageable workflows, and minimising unnecessary inputs. For instance, they can summarise lengthy documents or emails, and to prepare concise updates and action points from meetings. This tailored support helps reduce information overload and allows employees to focus on the most important aspects of their work.

5. Using Technology for Task Automation

A VA can introduce and manage assistive technology that aids neurodivergent employees in staying organised and efficient. Tools such as project management software, automated reminders, and note-taking apps for task prioritisation can significantly reduce cognitive load.

6. Providing Routine and Consistency

For many neurodivergent individuals, having a predictable routine is key to maintaining focus and reducing anxiety. A VA can help establish and maintain a consistent daily schedule, keeping track of regular tasks, deadlines, and reminders. This consistency helps employees feel more in control and less anxious, fostering a positive, productive work experience.

How Focusify Ltd supports ADHD in the Workplace

With Focusify Ltd as a partner, neurodivergent employees can overcome the challenges of the workplace. Our VAs offer services that ease cognitive load, anxiety, and overwhelm, empowering neurodivergent individuals to thrive in their roles. Our approach is rooted in empathy, understanding, and practical solutions tailored to each person’s needs.

Corporate Information and Security

Many organisations understandably prioritise data security and safeguarding corporate information, especially when considering external support like a VA. At Focusify Ltd, we fully respect these concerns.

Our approach is designed to provide virtual support without direct access to any corporate systems, ensuring data integrity and confidentiality. We focus on empowering the individual to work more effectively and independently.

Our goal is to support neurodivergent employees in finding sustainable ways to manage their responsibilities themselves. We do not perform tasks on their behalf. Our job coaching helps neurodivergent employees develop strategies for better focus, efficiency, and workload management.

If you would like further information about our services, please click this link to contact us now.

Virtual Assistant supporting ADHD

Discover why team work does actually make the dream work

Virtual Assistant supporting ADHD

Living with Attention Deficit Hyperactivity Disorder (ADHD) presents unique challenges that can impact various aspects of life, from work to personal life. Amidst these challenges, virtual assistants emerge as invaluable allies, providing tailored support to help individuals thrive.

Let’s explore how these Virtual Assistants can be a game-changer for individuals with neurodiverse conditions such as ADHD.

Routine and Task Management

Establishing and maintaining a routine is crucial for individuals with ADHD. Virtual assistants excel in creating structured schedules, sending reminders, and breaking down tasks into manageable steps. By providing a consistent framework, they assist in mitigating the challenges of time management that often accompany ADHD.

Time Awareness and Focus Reminders

ADHD can make it difficult to stay focused on tasks for extended periods. Virtual assistants can send gentle reminders to take breaks, fostering a healthy balance between productivity and self-care. These reminders help individuals reorient themselves, maintaining focus and preventing burnout. We can offer body doubling sessions to help with productivity.

Organising Thoughts and Ideas

The thought process of individuals with ADHD is often characterized by a rapid flow of ideas. Virtual assistants can act as a digital notepad, capturing these thoughts in real-time, mapping them and turning these random thoughts into tasks and priorities. This ensures that no brilliant idea is lost and provides a platform for later review.

Task Prioritisation and Goal Setting

Breaking down larger goals into smaller, manageable tasks is a key strategy for success with ADHD. Virtual assistants can assist in prioritising tasks, setting achievable goals, and creating step-by-step plans. This structured approach contributes to a sense of accomplishment and progress.

Distraction Management

Sensitivity to external stimuli is common in individuals with ADHD. Virtual assistants can aid in creating an environment conducive to focus by providing scheduled dedicated “work times.”

Communication Support

Virtual assistants can act as communication buffers, filtering and organising emails, messages, and notifications. By managing incoming information, they reduce the cognitive load on individuals with ADHD, allowing them to respond and engage at their own pace.

Educational Assistance

For students with ADHD, virtual assistants can be instrumental in organising study materials, setting study schedules, and providing timely reminders for assignments and exams. This support system contributes to academic success by fostering a structured and well-managed learning environment.

The integration of virtual assistants into the daily lives of individuals with ADHD marks a significant shift in how we approach productivity and well-being. By offering personalised support in routine management, goal setting, and overall organisation, virtual assistants empower individuals to focus on their strengths.

Overcoming Task Avoidance

Thinking differently about task initiation

Task avoidance and task initiation are regular challenges for many people with ADHD. Understanding the roots of these challenges and employing targeted strategies can often help to lessen the impact of these struggles.

Task initiation is essentially the act of beginning a task. Sounds simple, right? Yet, for the neurodiverse brain, it can be fraught with hurdles. Distractions, a lack of motivation, overwhelming feelings, or not knowing where to start can all act as barriers. On the flip side, task avoidance is the act of intentionally or subconsciously steering clear of tasks. This can stem from fear of failure, perfectionism, or the task being too challenging or not stimulating enough.

Strategies for Overcoming Task Initiation and Avoidance

1. Define the Goal

Before even contemplating a task ask yourself these questions:-

  • Do I understand the desired outcome?
  • Am I missing information?
  • Do I need clarification?
  • Can I do this myself or do I need assistance?
  • Is there a mentor, or assistant to check in with?
  • What is the deadline?

If you have doubts about a task, answering the questions above can help to relieve pressure, and ensure your efforts are steered in the right direction. If you are unable to answer any of the questions, then you must collect that information before starting the task.

2. Seek External Accountability

Sharing your goals and deadlines with a mentor, friend, virtual assistant or family member can provide an external nudge. Knowing someone else is expecting results can be a powerful motivator. If the task is a long term project, having regular check ins with a mentor or assistant can help to keep focus, and to ensure milestones are met. Body doubling is also a great way to ensure tasks are carried out.

3. Break It Down

Breaking tasks into smaller, manageable parts sounds logical, however not knowing where to start on a task often leads to procrastination at best, and paralysis and anxiety at worst.

If you are unsure on how to break down a task I would recommend the following:

  • Talk the task through with someone else – if you can explain it, you understand what is needed. It also helps to add some linear focus and direction, as well as highlighting any problem areas.
  • Brain dump all your initial thoughts associated with the task – this may help to identify some of your fears and worries
  • If you simply don’t know where to start I recommend using ai tools such as ChatGPT to help break down the steps. Simply typing a prompt such as “I need to write a social media marketing plan for my new business but I don’t know where to start. I would like you to put together the marketing plan outlining each of the steps I need to take to achieve this. Ask me any questions about the business, product or my target audience”, will help to generate a conversation with ChatGPT to achieve a breakdown of your task, in this case a marketing plan.

Another great tool is Magic ToDo by goblin.tools. By adding in your project or goal, the ai bot will break it down into a series of manageable steps.

4. Use Visual Aids

Visual tools such as charts, lists, and planners can make tasks seem more approachable.

For those who are visually oriented, seeing tasks laid out can simplify the process of starting. But, the key is, to keep things simple. Use different coloured sticky notes, or different coloured pens to help the brain visualise more readily than simply using black and white.

ToDoIst is a simple to do list that is extremely visual and uncomplicated. Tasks can be assigned to other users and detail can be added in the body of the tasks along with additional files or links.

5. Create a Routine

Routines reduce the number of decisions you need to make about when and how to start. Establishing a set time and place for certain tasks can make the initiation almost reflexive. Additionally build in milestones in your task plan so you can check in with people and help reinforce accountability. This will help your productivity levels and give you a sounding board should you be unsure about a particular part of the task.

6. Reward Yourself

Incorporate small rewards for starting or completing tasks. This positive reinforcement can make the idea of engaging with work more appealing, as well as ensuring a regular dopamine hit and sense of achievement.

7. Mindfulness and Emotional Regulation Techniques

Mindfulness can help manage feelings of overwhelm. Techniques like deep breathing or meditation can calm the mind, making it easier to start a task.

Embrace Flexibility

It’s important to remember that what works for one person may not work for another. Experiment with different strategies and observe what works best to lessen your task avoidance.

The strategies suggested in this post can change a blank piece of paper into a framework. It may not be the best framework, it may not be the final detailed plan, but it is a start, taking you from a position of procrastination and avoidance, to a position of action.

How to get the best from your Virtual Assistant

Helping hands - how to get the best from your virtual assistant

A guide for Access to Work Recipients

Helping hands - how to get the best from your virtual assistant

If you have been granted an Access to Work grant from Department of Work & Pensions, the relationship you will have with your Virtual Assistant will be very different. Check out our guide below to find out why.

1. We are Support Workers

By hiring a virtual assistant under the Access to Work scheme, we are technically Support Workers and not virtual assistants in the traditional guise. The main difference with a Support Worker is exactly as the title suggests, in that we will help you to complete tasks that otherwise may prove overwhelming and therefore prove to be a constant barrier to any progression.

Therefore, we will work in a different manner to typical Virtual Assistants. We can offer the following:-

  • Daily check in calls
  • Accountability sessions with mind mapping to organise thoughts and help to identify priorities
  • Online body doubling / mirroring sessions to help task completion
  • Assist with project management and realistic task planning
  • Organising your schedule to ensure it is manageable and realistic

Although these services can be offered to all, these are particularly useful for those people who have ADHD and may require some additional support in organisation, executive planning and accountability.

2. We are not Employees

By hiring a virtual assistant funded by the Access to Work scheme, we are not employees and therefore are unable to carry out additional work for your colleagues. The Department of Work & Pensions funds individuals to secure Support Workers to support the recipient only, and therefore please do not request us to carry out additional tasks or liaise with other people within your organisation, as refusal may offend.

3. We are focused on Enablement

By hiring a virtual assistant under the Access to Work scheme, we will help support you with tasks you may find overwhelming. We will work to support you with these tasks to develop strategies, identify shortcuts and support you to complete them.

4. The type of work we can do to support you

There will be tasks we can take off your hands to provide immediate relief:

  • Email inbox decluttering and organisation
  • Social media management and scheduling
  • Website management including SEO
  • Organising appointments
  • Synchronising diaries
  • Research projects
  • Filing
  • Administrative tasks
  • Setting up spreadsheets to help with tasks
  • Organising Project Management software

So now you know what we do and how we can help, how can you get the best out of your relationship with your Virtual Assistant?

Have realistic expectations from your relationship. Your Virtual Assistant will help you to organise and structure. Do not expect a Virtual Assistant to run your business for you.

Ask for Terms & Conditions.

Check in regularly. Whether you opt for a weekly online meeting or prefer to communicate via messaging service, keep in contact with your Virtual Assistant. This will enable both of you to build the relationship and to ensure each party knows what tasks are expected of them and when. In your first meeting be sure to establish your preferred method of communication and hours you can be contacted.

Ask for a weekly timesheet. Most Virtual Assistants use time recording software to record their work. This means it is easy to generate and send a report of their hours. Remember, the Access to Work funding is allocated to you, not your Virtual Assistant. In your first meeting, ensure you set out how you would like your timesheet – with lots of detail or simply just using a task name to identify allocation.

Establish the key areas of support. Most experienced Virtual Assistants working with ADHD customers should be able to identify your key areas of support from your first few meetings. The Support Worker Tasks form completed as part of your Access to Work application, will help to identify key areas.

Chemistry matters! In your initial meetings with your Virtual Assistant, it is important to establish the ground rules for a successful relationship. Over the course of the first few months it is important you are able to build a rapport with your Virtual Assistant. If you do not feel the relationship is going to plan, ask for a review meeting. If you decide the end the relationship, check your Terms and Conditions for the expected termination period.

Get in touch if you would like more information about Access to Work funded Support Workers and Job Aides.

Access to Work and ADHD

If you have ADHD, the Access to Work fund may be able to help support you and keep you in employment

If you have a long term health condition or disability, the UK Government’s Access to Work fund may be able to help.

As a person with a long-term chronic health condition myself, I speak from experience when I say there are some days when going to work can be more of a struggle than others. The Access to Work programme offers support to those people with disabilities or long-term health conditions, to overcome barriers to either starting, or keeping a job.

Does this apply to self employed people?

The great news, is yes, it does apply to self employed people. I should know, as I have benefitted from a payment to cover the cost of a specially adjusted desk, work chair and a support worker. The funding is tailored to your condition and your needs.

Where can I go to learn more?

The gov.uk website provides practical information about the type of support you may be entitled to, including :

  • aid and equipment in your workplace
  • adapting equipment to make it easier for you to use
  • money towards any extra travel costs to and from work if you can’t use available public transport, or if you need help to adapt your vehicle
  • an interpreter or other support at a job interview if you have difficulty communicating
  • other practical help at work, such as a job coach or a note taker or lip speaker*

You can check your eligibility and complete an application online.

How I can help with Access to Work?

I work with several customers who are funded by the Access to Work programme. I can help to process the application and provide support through the assessment and information gathering stage. Following the award, I can help to source appropriate equipment and providers on your behalf.

Additionally I offer practical administrative and clerical support tailored to the individual’s need as a Virtual Assistant / Support Worker.  This may include sending invoices, chasing payments, organising diaries, creating spreadsheets, maintaining databases or creating documents . I will help to manage your workload, provide accountability and help with focus.

*source: https://www.gov.uk/government/publications/