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.

Finding relief from ADHD overwhelm with a Virtual Assistant

How a Virtual Assistant can transform your life by helping you in finding relief from ADHD overwhelm

Living with ADHD can be a daily struggle. It can leave you feeling overwhelmed, stressed, and constantly trying to keep up with the demands of everyday life.

The solution could be a virtual assistant. If you feel you are drowning in an ocean of tasks, projects and deadlines read on.

We explore how you can find relief from ADHD overwhelm with a virtual assistant. You can regain control, reduce task paralysis, and create a more organised and balanced life.

Understanding the source of ADHD overwhelm

At Focusify Ltd the first thing we do is to ensure your support is tailored specifically to your needs. Taking a team approach we can identify those tasks and responsibilities that cause the most stress and overwhelm.

How a virtual assistant can reduce ADHD overwhelm

We consider how overwhelming tasks could be streamlined, or delegated entirely. This enables you to be more productive and energetic in other areas of your work life.

We can explore techniques that may be useful to provide structure to your day, including scheduling your calendar, creating a personalised task list – remembering simplicity may be the most productive.

Clear communication and Establishing Expectations

It is imperative to establish open communication with your virtual assistant to ensure they understand your needs and preferences. At Focusify Ltd we discuss your preferred methods of communication and how often you would like to have check in calls, online meetings and updates.

We encourage people to make use of Whatsapp voice notes – no matter what time of the day (or night). These are are ideal for brain dumping ideas allowing you to process your thinking. This means you can get on with your day. We recommend checking with your VA this is a suitable communication method.

Living with ADHD is challenging. It’s important to remember that you don’t have to face it alone. A virtual assistant can be a powerful ally in helping you regain control. Working together you can reduce ADHD overwhelm, and create a more organised and balanced life.

If you are ready to reduce your overwhelm, get in contact with us today to discuss how we can help.

Maximising Productivity with a Virtual Assistant

Tips for clients who want to get more out of their VA relationship

You have made the decision to engage with a virtual assistant, and you are now several weeks into working together, but you are experiencing a few niggles, here’s my guide on how to utilise your working relationship to help streamline operations and maximise productivity with a virtual assistant.

Tip 1 : Establish clear communication and expectations

Effective communication is the key to any successful relationship, but is more important when that relationship is virtual. Clearly defined tasks, detailed instructions and established regular check ins will help to ensure everyone is on the same page. This clarity sets the stage for a productive working relationship.

Tip 2 : Delegate tasks

A virtual assistant can handle a wide range of tasks, from administrative duties to specialised projects. Identify the tasks that require your unique expertise and delegate the rest. This allows you to focus on high-priority activities, whilst your virtual assistant takes care of the rest.

Tip 3 : Utilise task management tools

Utilise project and task management tools and platforms to assign, track and monitor progress on various projects. These tools facilitate seamless collaboration and provide a centralised hub for managing tasks efficiently.

Tip 4: Set priorities and deadlines

Clearly define priorities and deadlines for each task. This helps your virtual assistant understand which tasks require immediate attention and ensures that important projects stay on track. It also helps to highlight any conflicts, such as holidays or pre existing commitments.

As many virtual assistants have multiple clients, setting your priorities and deadlines is a great way to ensure your work is carried out and completed accordingly.

Tip 5: Provide feedback and encouragement

Having been a virtual assistant for a number of years, I wholeheartedly believe feedback is the most important aspect of an effective working relationship. Regular feedback is invaluable for continuous improvement for both parties. Recognise your virtual assistant’s accomplishments and offer constructive feedback to refine their approach and align with your preferences.

Too often clients expect maximum results and output, based on very little input from themselves. It is vital to remember virtual assistants are there to support your business, not run it in its entirety.

Tip 6: Utilise specialist skills

Virtual assistants often have specific skills or expertise in various areas. Whether it’s social media management, project management, accounting or customer support, tap into their specialised knowledge to enhance the quality of work delivered.

Tip 7: Establish standard operating procedures

Developing clear operating procedures for recurring tasks can help to maximise productivity and minimise mistakes. This documentation provides a step by step guide for your virtual assistant ensuring consistency and efficiency in their approach.

By implementing these tips, you can unlock the full potential, maximising productivity with a virtual assistant in your business to achieve your objectives. With effective communication, strategic delegation and a collaborative approach, the partnership between you and your virtual assistant can be a powerful force.

Tasks for a Virtual Assistant

How remote office support can support your business

Tasks for a virtual assistant

Find yourself confused about the types of tasks for a virtual assistant?

Virtual assistants are the flexible solution to your business needs. The role of virtual assistants has emerged as a game-changer in both personal and professional spheres. We are capable of executing a range of tasks, quickly, efficiently and all from the comfort of our own offices.

We charge an hourly rate, work by our own terms and conditions, and we can be contracted for as little or as many hours as you choose.

Let’s find out the diverse types of tasks a virtual assistant can carry out to revolutionise your business and increase productivity:

Administrative Support Tasks

If you are struggling to realise the concept of a virtual assistant, think traditional PA or Secretary, and then you will have a good idea of the tasks we can carry out.

Many virtual assistants provide ‘traditional’ administrative support, generating documents, filing, scheduling appointments and managing calendars, organising emails and setting reminders.

Case Study : Working with a charitable organisation providing support in meetings; taking minutes, transcribing audio and producing meeting reports for Executive Members.  Work was carried out on an ad-hoc basis with the client paying for the time of the meeting and additional hours to produce the required documentation.

Communication Tasks

Virtual assistants excel in handling communication tasks. Whether it’s drafting emails, composing responses, or even transcribing voice messages, we facilitate efficient and effective communication.

Case Study : Working with a client to transform an overcluttered email inbox, to reduce overwhelm caused by thousands of unanswered emails, and make the system work for them.  This was achieved by unsubscribing to newsletters and unimportant notifications; using folders and rules to file emails automatically; using plug-ins to automate responses; setting up signatures to project professional image.  

Research Tasks

Need to gather information swiftly? Virtual assistants are adept at conducting online research. They can sift through vast amounts of data to extract relevant insights, saving you the hassle of manually combing through numerous sources. This is particularly valuable for professionals in industries where staying informed is crucial.

Case Study : Working for a client setting up her own business I was tasked with a research project investigating the links between wellbeing and imagery.  Using academic sources I was able to establish a databank of research documents and a corresponding workflow to extract data to use for business planning, marketing and credible social media content.

Data Entry and Organisation Tasks

Virtual assistants are meticulous when it comes to data entry and organisation. Whether it’s updating spreadsheets, managing databases, or categorising information, they ensure that your data is accurate, up-to-date, and easily accessible.

Case Study : Working with a public sector client I designed and implemented an excel spreadsheet to track task progress based on a series of inputs.  This offered the organisation a workflow tool utilising the software already purchased, without the need for additional expenditure or training.  

Social Media Management Tasks

Maintaining a strong online presence is vital in today’s digital landscape. Virtual assistants can take charge of your social media accounts, scheduling posts, responding to comments, and even analysing engagement metrics. This allows you to stay connected with your audience without the constant need for supervision.

Case Study:  Helping an entrepreneur create and grow a social media presence, including setting up on new platforms and establishing a new website.  Working with the client in collaboration to create social media content in their authentic voice.

Financial Management Tasks

Virtual assistants can provide assistance with expense reports, receipts, reconciling and generating invoices, however this is only offered by Focusify Ltd as part of a larger package of non financed based work.

Case Study:  Working with a private business as a recruiter with the additional request of adding subcontractor invoices to the company accounts package, for processing and payment by the accounts clerk.

In essence virtual assistants are extremely able, and each have their own set of skills, experience and strengths. As an experienced virtual assistant we prefer to be honest with potential clients and will discuss alternative support if requirements are not aligned with our skillset.

Why working part time benefits my customers

Embracing part time work can elevate productivity and increase wellbeing

In today’s dynamic work landscape, the traditional nine-to-five grind has evolved…. flexible working, working from home, hybrid working.

More professionals are opting for part-time roles, discovering a wealth of benefits that extend beyond a standard workweek. Here are several reasons why I work as a part time Virtual Assistant and how it can benefit my customers:-

1. Unleashing Laser-Focused Productivity

Working part-time isn’t about doing less, but about doing better!! With a concentrated work schedule, part-time workers often bring a level of focus and intensity that leads to heightened productivity. By dedicating my energy to core tasks, I can achieve more in less time, delivering high-quality results without the drag of burnout.

2. Preventing Burnout, Nurturing Well-Being

The all-too-common struggle with burnout is a real concern in today’s fast-paced, multi client world. Part-time workers have the opportunity to balance work commitments with crucial downtime, nurturing their well-being. For me this translates to a refreshed mindset, improved creativity, and a sharper focus on the tasks at hand. The result? My customers have a more efficient, innovative me!

3. Cost-Effective, Efficient Resource Allocation

Embracing part-time workers is a strategic financial move. You’re able to leverage our skills and knowledge without the overhead costs associated with full-time positions. This means you’re getting a high return on investment, as you’re paying for the quality of work rather than the quantity of hours. All of my clients pay a monthly invoice, without a retainer or set number of hours.

4. Work-Life Harmony: A Win-Win Situation

A balanced work-life dynamic is essential for sustained success and personal well-being. Part-time workers have the opportunity to allocate more time to personal pursuits, family, and self-care. This means they return to work rejuvenated, with a fresh perspective and a renewed sense of purpose.

For me, working part time allows me the freedom I need to run my own business, my family and my other commitments. It enables me to be focused and productive for my customers, ensuring their work is executed professionally. If I negotiate a deadline, you can be assured the work will be delivered on time and at the highest quality.

Working part time is a win-win for productivity and wellbeing!

Why being a Virtual Assistant is not a ‘side hustle’

… and if anyone tells you it is, then run a mile!

Okay, let me just level with you, I have become so frustrated by the number of social media posts I see referring to becoming a virtual assistant as a hobby venture, or a ‘side hustle’. The use of such terminology undermines the dedication, effort and sheer hard work hundreds of people put into growing and establishing their virtual assistant businesses.

In my opinion being a virtual assistant is not, and never can be a ‘side hustle’.

What is a side hustle?

The term ‘side hustle’ is often used to refer to a cheeky little extra income stream, a hobby project or an extra focus that is in addition to your main employment, job or income stream. Let me state clearly that I am not saying there is anything unacceptable or wrong about side hustles, it’s just that being a virtual assistant cannot simply be regarded as a hobby project.

First class service

Most virtual assistants I have had the pleasure of meeting, have dedicated many stressful hours setting up their business. They have marketed and searched for clients. Many virtual assistants may have taken lower paid positions or agency work whilst growing their businesses. Some virtual assistants have been forced to set up on their own due to redundancy or inability to find child friendly hours. Whatever their journey into the world of virtual work, they have one common goal, to provide a first class, quality service for their clients.

Virtual assistants are not just casual freelancers; they are indispensable contributors to businesses and professionals worldwide.

Commitment

Being a virtual assistant requires a higher degree of trust with our clients. As we do work remotely we should be regarded as being transparent, responsive and reliable. Therefore our clients must feel their needs are being met.

Depending upon the situation and role, we are also strategic collaborators. Successful virtual assistants align their work with the overall objectives of the businesses they support. We participate in decision-making processes, offer insights, and contribute to the growth and efficiency of the organisations we work with.

This level of engagement and commitment goes far beyond the typical boundaries of a side hustle.

Highly skilled

Being a virtual assistant demands a diverse skill set that goes beyond basic administrative tasks. From project management and social media marketing to customer relations and data analysis, virtual assistants often wear multiple hats.

This wide-ranging skill set positions them as valuable assets in any professional setting, showcasing that this is more than just a part-time side hustle.

Dedication vs Side Hustle

Virtual assistants play a pivotal role in ensuring the smooth operation of businesses. They handle essential tasks, manage workflows, and contribute to overall productivity. Businesses increasingly recognise the critical role virtual assistants play in streamlining operations and freeing up valuable time for core functions. This reinforces the idea that being a virtual assistant is not a side hustle, but demands a long term buy in by both parties, to build a

Being a virtual assistant is a career choice for many of us. We are striving to create a legitimate career path. Side hustles are great for additional income. But for a serious and professional service it’s a legitimate virtual assistant you need.

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/

Are Virtual Assistant jobs real?

Dispelling the myths of Virtual Assistants

Are virtual assistant jobs real?

In an age where technology has revolutionised the way we work, the concept of a virtual assistant might still seem like a distant concept. However, in the modern era of improved technology and communications, the digital worker is a reality.

In this blog post we discover the real world of Virtual Assistants and what you should look out for when engaging with an agency or sole trader for the first time.

Myth Number 1 : Anyone can be a Virtual Assistant

Virtual assistant jobs are not only real, but thriving in today’s digital landscape. Give someone a phone, laptop and a reliable internet connection and they can set up as a virtual assistant from any location. However, being a virtual assistant is a highly skilled profession, providing administrative, technical or creative support.

Virtual assistants are often experts in their respective fields and are equipped with the tools, technology and experience to efficiently carry out tasks just like an in-person assistant would do.

Myth Number 2 : Virtual Assistants are too costly

Virtual Assistants are a cost-effective solution for individuals and businesses looking to streamline their operations, or hire short term help on project basis. Whereby traditionally organisations would engage with temporary agencies, hiring virtual assistants means the costs associated with office space, equipment and benefits are eliminated.

Virtual assistant rates do differ but typically range from £30 to £45 per hour, depending on skills and experience. Contracts may be long or short term, but can be tailored according to specific client need.

Myth Number 3 : Are Virtual Assistants accountable?

One of the primary concerns when considering a virtual assistant, is the fear of lack of control or accountability. It’s natural to wonder if a person working remotely can truly be as reliable as someone working on-site. However, many virtual assistants use software such as Toggl or Clockify to record their time per client, and task.

If you are concerned tasks are not being carried out in a timely fashion , request a copy of the timesheet. Established and successful virtual assistants work hard to instil a high level of accountability and transparency in their client relationships.

Myth Number 4: Virtual Assistants are not professional

Many virtual assistants have professional qualifications in their respective areas of expertise. Most virtual assistants will provide an all round service, offering not only administrative support but may also provide specialised services such as marketing, content creation, social media management, graphic design and more. Potential clients should ask to see resumes or copies of qualifications if unsure.

Myth Number 5 : Virtual Assistants are all working in coffee shops

As much as I like coffee, sitting in a coffee shop all day is not conducive to being a productive Virtual Assistant! Professional virtual assistants are dedicated to their work and their clients. Just as you would expect with onsite workers, we have dedicated business hours and holidays. Unlike employees we have our own Terms & Conditions, Pricing Policies, insurance and are registered for GDPR.

For many sole traders this is our main source of income, just as your business is important to you, so is ours to us. In order to increase the reputation of being a virtual assistant as a career, many of us are part of dedicated networks such as the Society of Virtual Assistants

What to do next?

Are you still on the fence about whether virtual assistants are real? Maybe it’s time to take the leap and experience the transformative impact they can have on your work life.

Can virtual assistants help with social media?

Unlocking Social Media Success

In the fast-paced digital landscape, an authentic online presence is non-negotiable for any business aiming to thrive. Increasingly social media content curation and post scheduling are the most frequently asked for skill from new clients. But can virtual assistants actually help with social media? Or, should you seek the dedicated services of a social media manager?

The All-In-One Solution

A virtual assistant, as part of a comprehensive package can bring understanding of social media management to the table. Their services may include crafting engaging content, scheduling posts for optimal reach, and analysing performance metrics to refine strategies over time. The advantage to this solution is that you have one person carrying out all your support tasks, and often at a lower rate than that of a dedicated social media manager.

If you choose to engage with your virtual assistant to carry out these marketing tasks, ask to see their marketing qualifications prior to signing terms and conditions. My own marketing qualifications include a Chartered Institute of Marketing Level 6 qualification in Digital Marketing.

One of the main advantages in using your virtual assistant as part of a larger package of work is they have a greater understanding of the organisation and the brand.

Client Collaboration

For social media success, collaboration is undoubtedly key!

Clients should be active, invested and willing to contribute to the social media plan. This involves actively sharing your brand voice, providing voiceovers for multimedia content, sharing relevant information, and contributing imagery. This collaborative approach ensures that the virtual assistant can seamlessly integrate the brand’s essence into every post, fostering an authentic and relatable online persona. However, if this collaboration is not available, a virtual assistant is forced to become more strategic and responsible for creating content, ultimately warranting a higher rate of pay.

If clients are unable to provide this much needed collaboration, I advocate working with a dedicated social media manager or agency rather than a virtual assistant. Social media managers and agencies are up to date with trends, algorithms and have a greater awareness of marketing going forward.

Can virtual assistants help with social media?

In answer to the question ‘can virtual assistants help with social media?’, yes they can, but it remains the responsibility of the client to advise the message they wish to be conveyed, and to provide material to post.

With a collaborative mindset, a commitment to authenticity, and strategic planning, a virtual assistant can elevate your brand’s online presence. However, it is imperative you have realistic expectations as to what can be achieved from the outset.

If you a strategic direction consult with a social media marketing manager who can help advise about content and posting, this is often more expensive in the short term. Marketing is a holistic approach and should be considered as part of overall business planning rather than reactive.