• Brooke Simmons

Tricks and Tools for a Thriving Virtual Biz Headspace

Updated: Jun 18, 2019

About 5 years ago, when my business was in its real infancy, I still saw clients at their office as well as worked from home. The balance at that time was about 40/60. I had a goal to work from home 98% of the time with my business by a certain time, and I achieved it right on schedule.


The goal to have a virtual business wasn’t about me lounging around in jammies all day with coffee dribbling down my chin and pressing a few buttons on a keyboard. It was getting rid of my stupid commute into the city, wasting hours (yes, hours) every day that could be spent on client work, keeping my books in order, responding to emails, marketing my business, making a homemade meal, switching over the laundry, talking to my lonely dog, monitoring what my daughter gets into after school, making sure there are no parties here after school, having extra time to respond to emails/keep my sanity/save my gas money/save the environment etc. etc.


So for me, that was a good enough reason.


I also found I was WAY more productive at home. My stress level was super low. My road rage disappeared. The amount of work that would actually get completed in a day at home versus a day spent at a client office was substantial.


However, working from home or another virtual location also presents itself with a few challenges.


Like isolation.


Getting distracted by “home” tasks like prepping dinner or tackling laundry.


Or having “noise” issues due to other residents of the home…(like when your kids barge through the door, or your dog has a meltdown during a webinar…ahem…).


While you may not be able to always control when your dog freaks out, you can set up a few “best practices” and use some great tools that I have outlined below to help you.


These are all things I use myself and they work! This post is more about the headspace challenges when working virtually over the operational component (which is also very important and will be covered shortly).

Make a Schedule and Stick to It! But Also be Flexible.


Ok, huge oxymoron here, but seriously, managing your time wisely but flexibly is huge in working from home efficiency.


Use an online calendar system every week to schedule your week ahead.


Try to create a routine and block out time for certain tasks to stay on schedule and build a routine which is important for efficiency. But also check-in to this calendar every day to move things around if needed. Remember, you don’t have to be on a typical 9-5 schedule. Use your new flexibility to your advantage for maximum efficiency (both in life and work).


While I have a digital calendar that connects into all of my systems, I also like using a day planner to write out my day. There is something about physically writing and crossing things off my list and drawing (or colouring) blocks of time that appeals to me.


You may be different so do what works for you.


Tools:

  1. Google Calendar (with a Google Apps account). Read why you need this here.

  2. Passion Planner – Loooove this planner. - 2019 Update, I purchased

  3. and I absolutely love it.

  4. Track your Biological Prime Time.

I schedule blocks of time at the same time every week for things like marketing, blog writing, client work, etc. Sometimes  my  clients need something done ahead of schedule, and I might swap the times: a blog writing block for a client hour block. Don’t let this stress you out or control you.


If I’ve had a particularly hectic beginning of the week, I may take an afternoon off to catch up on home stuff or just relax, and work on a Saturday morning instead.


Avoid Procrastination.


Procrastination is common in the workplace, and not surprisingly even more common when you work from home.


After all, you are now “the boss” of your workspace. There’s no one watching over you, at least at home. In Dr. Neil Fiore’s book, “The Now Habit“, he suggests starting small with 30 minute blocks of time to start on a project. This doesn’t feel so overwhelming when facing a task you just don’t want to do.


Committing to just 30 minutes is really nothing, but helps the ball get rolling with forward momentum. It also helps when you are looking at that pile of laundry that needs to be folded and a project on your desk.


Commit to working on the project for 30 minutes, then take a small break to do something around the house that is bothering you, like laundry or prepping dinner. Gradually work up to an hour or more, or keep going and “ride the wave”.


Tools:

  1. Timer apps like Alinof Timer for Mac or the Pomodoro Timer for Google Chrome.

  2. Eliminate repetitive resistance with The Sedona Method. – This technique changed my life.

Be Smart with Social Media.


Working from home and by yourself can be a bit of a culture shock for some. It can get pretty lonely and isolating if we let it. So many people turn to social media to communicate throughout the day…which is fine…but we all know “just a second” on Facebook can turn into an hour or more.


Schedule time throughout the day to pop into your social media profiles. (I do first thing in the AM, lunch time, and when I’m shutting down).


Also limit the time to 20 minutes max (use your timer!) .If social media is part of your business, I recommend pre-scheduling posts at the beginning of the week using a scheduler tool, then checking in at your scheduled intervals. Although social media is a fantastic way of staying connected, it can really rob us of efficient time if we let it.


Tools:

  1. Hootsuite – social media scheduling tool

  2. Self Control for Mac – blocks “blacklisted sites” of your choosing (read: Facebook…hellooo) for periods of time so that you can’t access them.

Get out of the House!


Because we live and happen to work at the same place, it can be easy to fall into a trap of not leaving the house for a few days (especially in the winter). This will eventually make you stir crazy. Plan errands/gym time/walks/coffee with friends/free time outside of the house at least a few times a week, if not daily. This will help to give you a fresh perspective on things and not feel like you have cabin fever.


I have learned that social time is SO imperative when working virtually. Without it creativity and joy in working start to suffer. It’s also a good idea to add networking events to your schedule too.


Tools

  1. Meetup.com – find networking and social groups

  2. Active.com – find active groups

  3. Eventbrite.ca – find business and social events

Be Fierce with Personal Rituals.


We’ve all heard the advice before that you need to keep a separate space for working. This is true and should be done always when possible. But also with technology being the way it is (and our phones now substituting as new limbs we have grown), we can technically always still be working if we are constantly on it.


Commit to yourself that when you decide the work day is over…it’s over. Unplug, disengage and switch gears. Otherwise, your whole home will become your office and you will never get out of work mode. I promise you nothing insane will ever happen that can’t be dealt with when you return to your “office”.


Also, something that really helped me was making and keeping a bedtime ritual involving no work, limited technology (phone only for binaural beats meditations) and definitely no social media. I am also extremely limited with responses to messages in the evenings and on weekends.


Also, I bought a wake-up light which helps me wake up naturally as well as has “dusk simulation” which gradually fades light out before bed. I’m amazed at how much less I struggle at waking up (even early) now. Another life changer. My ritual also includes reading and diffusing essential oils which may or may not be up your ally.


Bottom line, create a ritual that works well for you.


Tools

  1. Phillips wake-up light.

  2. Relax Melodies app.

  3. Binaural beats meditation.


Track Your Time.


If you feel you aren’t being as productive during the day as you should be, start tracking your time. Before each task (yes, including checking Facebook), type in what you are doing. Try it for a week and monitor how many working hours you’ve actually used vs. getting sidetracked.


It’s interesting to see how many productive hours there are in a week. Make appropriate changes when necessary.



Tools

  1. Toggl for time tracking.

  2. Other tools like 17Hats and Freshbooks have time tracking apps built in.


You’re the Boss.


Regardless of if you report to someone at a bigger office, or you actually own your own business, when you work from home, you are the boss of your space. You are in charge of the output and productivity and results.


Take it seriously and you will succeed.


Keep things organized.


Be on top of things.


Forecast and plan.


Gain some management skills.


If you’re finding your time management stinks, work to change it. If you are unorganized and your office looks like a tornado hit it, commit to taking a day to clean it up, or hire an assistant.


The only person who has this power now is you.


I love listening to podcasts to improve my skills and take an online course now or then.


Tools

  1. Podcasts – Entreleadership, Online Marketing Made Easy, This Is Your Life

  2. Udemy – Inexpensive online learning

Finally, understand that things will never be perfect.


Working virtually is awesome for me. I love it and would never give it up. But there are some days that are just “crazy days at the office” and  I want to smack my head on my desk.


Although it allows me to be able to do household things at scheduled times during the day, there are times that I just can’t because I’m so busy and dinner has to wait (or take out has to be ordered).


Laundry might have to sit for days and I just have to bite the bullet and accept it because my clients have more important matters that need to be dealt with.


Or there are days when the cat has a strange emergency and it turns into the WHOLE DAY of dealing with it and your work day is shot. Life doesn’t turn into a fairy tale when you work from home, although things are much more balanced and stress-free. There are some things you will never be able to control, and managing them the best you can is all you can do.


Maximizing the flexibility that you now have, while respecting your work and personal time is key.


Working smarter,


Brooke

Looking for free how-to's, hacks and lessons without having to search for them?

Get Efficiency Lessons Sent to You

 

Let's keep in touch, yes?

Legal mumbo jumbo

© 2019 by J. Brooke Simmons