Gmail Hacks!

These are genius! Read on and get that inbox sorted, once and for all 📩

1️⃣ Undo Send Feature
Did you know that Gmail has an "Undo Send" feature? If you accidentally hit send and immediately regret it, you can undo the action. Go to Settings > See all settings > General, and enable the "Undo Send" option. You can choose a time window (up to 30 seconds) to recall your sent emails. 🔄

2️⃣ Schedule Emails
Take control of your email timing by scheduling your emails to be sent later. When composing an email, click the small arrow next to the "Send" button and select "Schedule send." Choose the date and time you want your email to be sent. ⏰

3️⃣ Customize Swipe Actions (Mobile)
For Gmail mobile users, you can customize swipe actions to perform specific actions like archive, delete, mark as read, or move to another folder. Head to Settings > General settings > Swipe actions and set up the gestures that work best for you. 📱

4️⃣ Unsubscribe Like a Pro
Combat email clutter by mastering the art of unsubscribing. Quickly locate and eliminate unwanted subscriptions using Gmail's built-in unsubscribe feature or the 'Report Spam' button. Keep your inbox focused on what matters most! 🚮

5️⃣ Expert Email Search Strategies
Enhance your search skills with advanced techniques. For instance, use "filename:pdf" to locate emails with PDF attachments or "in:inbox is:unread" to filter only unread emails.

If you don't have the time or energy for this, then get in touch! I offer email management packages where I can keep on top of your inbox for you. 👩‍💻

You Cant Pour From An Empty Cup!

We used to say this in social care a lot, and it's so true!

We think doing everything ourselves, and at times, for everyone else, is beneficial but often times it means we burn ourselves out.

We sometimes think we are being super productive but often it is the case we are doing many jobs, half as well.

It is easy as small business owners to feel like it's our job to do it ALL and we also can feel protective over our businesses. We struggle with the thought of handing over control!

Trust me though - it is worth it! If you are overwhelmed, always playing catch up and think you might be able to delegate some of your work, get in touch!!

I offer a free consultation call with absolutely no obligation to carry on after that. We can take things entirely at your pace and start (and remain) small! I have worked on one-off, hour long tasks right up to 10 hour weekly retainers, and everything in between!

Get in touch and see if I can offer you a hand to get things under control!

Inbox Zero

Inbox Zero - this is the dream right?!

I can help you achieve this - I offer inbox detox and email support packages.

This can include inbox detox, filing and organising emails, unsubscribing to junk, daily monitoring, sending and replying to emails and flagging anything important. We can design the package to suit your specific needs.

Get in touch and find out how I can give you one less thing to worry about!

Cyber Security

This is incredibly important in today’s digital age where scams, viruses, phishing emails and malware are becoming more and more sophisticated. This is an area I have to take seriously as I deal with clients personal and sensitive information on a daily basis. I recently updated my Cyber Security training and I have summarised the main takeaways here.

1️⃣ Back Up Your Data!

I have to admit, this was an aspect of Cyber Security I hadn't given much thought to. A cloud back up and a external hard drive back up, at least weekly, is recommended. Most people probably have some form of cloud back up whether it’s to iCloud, Google Drive or One Drive - check and see if this is regular and actually happening. There is always a possibility of hacks or other technical issues so make sure and have second in place. Buy an external hard drive and make a note in your calendar to back this up on a regular basis.

2️⃣ Antivirus Software

This is essential, it doesn't necessarily have to be a paid for program. I use Malwarebytes and it's great. Windows Defender, which used to receive criticism is now rated as one of the top antivirus software out there. This is free for Windows users. There is a common misconception that Mac users don’t need Antivurus - I have news for you - you do!

3️⃣ Update Software

It is really important to keep your computer, software, apps and programs updated as new updates will come with new security settings. Check on your PC or laptop that you have these set to automatic. There is nothing more annoying than a lengthy update when you need your computer so set it to update at a time where it’s least likely to be a disturbance - or if you prefer to manually update just ensure that you actually do this.

4️⃣ Keeping Your Smartphone Secure

A smartphone is basically just a small computer. Always use biometrics, a password or pin to access your device. Use antivirus on your smartphone and keep the software updated. If you use public WiFi networks be very careful of what you are doing while on these and use your mobile data or a VPN if accessing sensitive data. Public networks are insecure and can be susceptible to data breaches.

5️⃣ Passwords

Trying to remember passwords for everything is a nightmare but decent passwords are essential - the most secure passwords contain upper and lower case, number and symbols and are 8 characters or more. See below for more info on a password manager which can help you keep track. A tip that was given in the training I did was to use the first letter of each word in a sentence to help you remember e.g. I Like To Eat Easter Eggs Daily (you can guess what time of year this is😂) and then add a memorable number and symbol.

6️⃣ Phishing Emails/Texts

These are getting more and more sophisticated. Be suspicious! Hover over the links that are often contained in them and see if the site address is genuine. Check the 'from' email address and try and verify it. If you are still unsure ask someone else or phone/email/visit the company's actual website to check. These are getting so clever now and with the rise in AI it’s only going to get more and more difficult to differentiate. Make sure you have spam filters in your email and be doubly suspicious of anything being offered for free or involving refunds!

These of course are just my takeaways and I have no qualifications or expertise in this area. There is a ‘Cyber Security Small Business Guide’ on The National Cyber Security Centre website. You can also test your anti-virus software to make sure it’s up to scratch.

5 Tips To Help You Manage Your Online Calendar

Managing your schedule on an online calendar? Here are my top time-blocking tips. I use, and recommend, Google Calendar but most have roughly the same options as detailed below.

1. Digital Divisions: Use your online calendar to create dedicated time blocks for tasks and appointments. First put in non-negotiable commitments and appointments e.g. school run, dentist appointments, non-flexible business hours or tasks. After this move onto the essential but flexible components of your business/life e.g exercise. marketing, accounting. Thirdly move onto the least time bound issues e.g. organising filing system or future planning. Remember to schedule breaks!

2. Color Code: Assign different colors to various tasks or clients for quick visual organization. This will help you see at a glance where your time is most spent and where there could be adjustments made. If you feel like you are always only spending time on the non-negotiables and can’t make time for other tasks it may be time to think about restructuring or outsourcing.

3. Set Reminders: Enable notifications to stay on track with your time blocks or appointments. This allows you to fully focus on one thing at at time, knowing that you will receive a reminder about moving onto the next thing. Most online calendars allow for integration with other apps, phone, browser etc so these can customised in the way that will help you best.

4. Flexibility Matters: Adjust your online calendar as needed, but maintain a structured framework. Plans and priorities change so be prepared to readjust your calendar to make it work best for you. If you find you don’t need the full amount of time you allocated for a task, re-allocate to something else.

5. Sync and Share: Sync your online calendar across devices and share it with others for seamless coordination. Online calendars often allow for separate calendars to be combined into one. So you could have a personal calendar plus a work calendar and you only share the work aspect (or vice versa) with someone else.

Trust!

This is a massive component in the relationship you will have with your VA. It often requires you to share personal information, discuss confidential aspects of your business, talk finances and at times give them access to sensitive information.

I am well aware of the trust my clients place in me, and I do everything I can to maintain confidentiality, keep information secure and to respect my client’s information and privacy.

I am fully insured, registered with the ICO and have confidentiality clauses within my contract. My background in Social Care means I am well-versed in confidentiality and handling sensitive information and I fully understand the importance of this.

I use a password protected laptop with anti-virus, use password management tools and always store any information/documents securely.

In regard to chaotic organisations systems, bulging inboxes, endless to-do lists, overdue tasks and backlogged work – don’t worry I’ve seen it all!

Bringing order to chaos is my speciality!

Productivity Hacks!

We have all been in the position with lots to do and the time to do it but somehow we get side-tracked, overwhelmed, distracted and end up not getting very far.

Here are some handy hacks that can help you get through that to-do list once and for all.

1. Break work into manageable intervals - 25 minutes is often touted as the ideal time, I generally prefer to do it in longer chunks (1-1.5hrs) but whatever works best for you, don't work for so long that you lose focus.

2. Tackle the most challenging task first - This works so well! Get it out of the way first - you feel a sense of achievement and your mind is clearer to work on other things.

3. Set specific and realistic goals - Plan your day with a clear idea of what you need to do, be REALISTIC, if you manage to finish all your tasks you can always add more!

4. Focus on one task at a time - Do one thing and then move onto the next, try not to multitask as it often leads to several unfinished tasks.

5. Group similar tasks together - Do all your computer tasks together, chores at same time, errands whilst out. This is a much more efficient way of doing things.

6. Keep your email inbox clear - Delete as you go, star important emails if you cant action right away, file anything that clutters up your mail box.

Quick Tips to Avoid Burnout

This is something I have been thinking about recently. I’m trying to be mindful of over-committing and trying to do it all. I think this is the same for a lot of us – it is all too easy to get burnt out with the busy lives we all seem to lead.

These are some tips that you might find helpful to avoid getting overwhelmed and stressed – after all, life is too short for that nonsense!

1️⃣Set boundaries – Turn off work phones/laptops at a specific time or on specific days. Be clear about your start/finish times and stick to them! If you can have a specific work area that when you leave you leave work behind also.

2️⃣Achievable goals – I am so bad for writing a MASSIVE to-do list and then being disappointed when I don’t tick it all off. Have a master list that you then take three items off to do that day. If you manage to complete them and have plenty time, then take a couple more off to do.

3️⃣Make time for your interests – Set aside time for the things you enjoy and prioritise this! I make time in my week for exercise and being outdoors as these are two things I really value and also help my physical and mental health. Whatever your interests are – whether it’s Netflix, skydiving or cooking, prioritise these!

4️⃣Have a break – Allow yourself to rest and relax,it’s not a luxury it is a necessity! Sometimes we have to accept that we need a break, that some things might just not get done and that is OK. Try to really enjoy your break and put those guilty feelings to one side. Whether it’s watching TV from your bed for six hours (speaking from experience here🤣 ) having a trip away or just having a catnap. It will pay off in the end as you will come back from it feeling refreshed and with more energy.

As always, if you are feeling overwhelmed and need something taken off your plate, get in touch. Call, message or email me and I will do my best to help.

Why hire a Virtual Assistant?

There are plenty reasons why it makes sense to hire a Virtual Assistant.

💰Cost! Compared to an employee a VA will save you money, even when their hourly rate is higher.

⏱️Time! Our most precious commodity. A VA will give you more of this.

🗂️ Efficiency! A VA is able to organise and streamline your admin tasks meaning your business works more efficiently.

🏖️ Work-life Balance! The all important, time and freedom to spend doing what you love.

The other important thing a VA can offer is flexibility, there is options for what suits you best. An ad-hoc system where you just pay for the time you need, or specific hours set aside each week or month.

It just makes sense!

About Me

My name is Jemma, I am 37 and I live in Inverness. I lived in a small village, Skerray, on the North Coast until I was 14 years old. My family then moved to Forres where I lived for 7 years.

At 21 I moved to Inverness where I have been since (more or less!). I studied Business and Accounting at college, I had always planned to start my own business but of course life sometimes takes a wandering path! I got a job in Social Care, initially working with young people who had been in care and then moved onto supporting adults who were experiencing homelessness, substance misuse and mental health issues. I really love working with people and I did this for eight years. I then went back to working with younger people, working in residential homes and in crisis services for children and young people. Again I absolutely loved working with these amazing kids but fourteen years in social care takes a toll and I found myself completely frustrated with the system and I couldn’t give the same energy to the job as it deserved.

I have always done office work, books and admin type work on the side for friends and family and I know how helpful it can be to a business to have someone to take care of these types of tasks. I also wanted to something that would allow me freedom to travel and a job that could be mostly ‘virtual’. So after about 9 months of planning, training and, let’s be honest.... some procrastinating 😅 Helping Hand was born!

I am only a few months into my self-employed journey but I absolutely love it and the freedom it gives me. I really value being able to help others and this allows me to do this in a different way than I have done previously.