I have been a virtual professional for years now. I work at home, in front of my computer. People say it was easy, but there’s a lot more to that. The amount of preparations, considerations, and things I need to get settled before starting work is astronomical. It is just as stressful and chaotic as working in an office. Sure, I have the comfort of working at home. But the workload is not that easy, and the stressful energy is already at the comfort of your home. Sitting at your home office chair is weird in a casual day. I have no colleagues to talk to personally, of course I have a phone but talking to people physically hits different. I can see my work sticky notes even when I’m out of work.
That is why I developed life hacks or ground rules to maintain a balance in my work and my home. To avoid any inconveniences and unnecessary extra work.
Exhibit A – Life At Work
Separate your personal stuff to your work stuff
Self-explanatory rule of thumb, and you’ll get more tips about it later on, where you have to separate personal and work. Don’t get your personal files, sticky notes, account logins mixed up with the ones you use for work, unless needed. Allocate a separate place/folder/etc. to keep your work must-haves and access it at work hours only. This case, I have an email alias for work emails only without them knowing my personal email, but still ending in the same inbox. I also have separate OneNote notebooks for my personal stuff and work.
Set Up your workplace a few minutes before your shift, or don’t
To make sure everything is set before logging in, allow to have yourself at least 5-15 minutes to open up your computer and work-must haves, especially if you operate in a very hectic job and a computer that takes a lot of time to start up and your programs to load. Make sure your internet and other connected devices such as microphone is connected. But if you’re like me that only takes 3 minutes to set up everything, you can use the extra time for a bathroom or water break before logging in.
Have a separate browser profile for work
In relation to rule number one, have a separate browser profile for work. You’ll have to access different websites and search items for work that doesn’t totally align to your personal browsing. Also, it is helpful if you will be storing different passwords. You just don’t want to have your personal browsing history be bombarded with stuff you’ll only need for work, and it’s also helpful if you have personal accounts in some websites where you need to log in as your professional account. It’s important to not confuse yourself, trust me.
Have a separate google/microsoft account dedicated to work for drive or saving data
As said to rules one and three, just separate it, okay? In most cases, companies will give you a work email account, including storage, calendar, office apps, etc.. If your company won’t provide one, your should have at least a Google and Microsoft (in most cases we use Google, I only use Microsoft semi-professionally and mostly personal) different from your personal. You’ll be creating work-related documents, keeping them on your drive, saving details, and you won’t like your work items in your personal accounts, eh?
Follow a time technique that balances out your breaks
For starters, please schedule your breaks ahead of time, and follow it. If you’re comfortable, use a pomodoro technique or a modified one. I ended up adapting and modifying what I usually I have on a former office work (a 15min break every two hours and 1 hour break 4 hours in) and make it 15min every hour and an hour break 4 hours in. Sometimes, employers will provide one for you. Do whatever you’re comfortable in, go away from your computer, do your bathroom break, grab a snack, breathe air outside your house.
Your essential websites and apps should be at autostart, or at easy access at least.
As I said, I have a separate browser account for work, and my essentials such as a google sheet, social media post website, graphic design tool, newsletter program is at autostart, so whenever I open it for the first time, everything will load at once. But since I’m using a personal laptop, my work programs I regularly use are at one place where I can easily see them, at my taskbar. Just put your work essentials somewhere very intuitive for you. Also, the search bar is helpful but it’s better if you can just access it right away.
Make sure everything is updated before you start
No one likes everything to update when you’re about to use it. Some of us hates the feeling of waiting for your program (or worst, your computer) to load in an unjust amount of time. You might call in late or absent for the ridiculous reason of your updating your computer or programs. I recommend conducting a ‘overall update’ once a week, either on a weekend or any day after work and before you shut down. Find if any of your program needs update, and update them right away. If it’s done, shut down and check on it early before shift.
Allowing 30 minutes in your shift to prepare tasks notes and schedule your day ahead is your best friend
Fun fact, planning your day should be a part of your work routine, so I find it weird when people plan it before their shift. Make a note and update your calendars ahead on what you need to be done, their deadlines, and such. Having a to-do is helpful. It is a part of conditioning yourself for work, reminding yourself of your goals for today. Also, allocate 30 minutes after shift to evaluate what you’ve done for today and even make a note on what I should do, remember, or need to follow up for tomorrow
Don’t use your personal phone for work unless needed
Since I am a social media manager, I occasionally use my phone for publishing Instagram stories because I cannot do it in the computer, nothing else. But if possible, DO NOT use your phone for work related affairs. If you’re okay with communicating with your boss by phone, you can. But in my case, my boss and I talk through messenger and it’s always on my phone. But I only communicate on the browser version of messenger within my schedule. If possible, I don’t respond on mobile, especially outside of my work hours.
Log in and log out ONLY at your assigned schedule.
This is IMPORTANT, save yourself some sanity, set boundaries, and be strict with your schedule. Not because you are working at home doesn’t mean you’re always amendable for extra work. Working at home is stressful because the negative energies of work are already inside your house. The least you can do is set your time to where you’ll think about work and where you’ll stop thinking about work without risking your personal time. In some cases (deadlines), you’ll need to render overtime. It’s up to you as long as you’ll get good rest after.
Exhibit B – Useful Programs to get Familiar With
Office/Document Tools
There goes Microsoft/Google Office Apps (Word, Spreadsheets, Slideshow, Email, Storage, Notes, etc., literally everything you’ll need) but don’t forget PDF tools like Adobe Acrobat. Workplace essentials
To-Do/Project Management
Google have google tasks and Microsoft has to-do, but there are advanced others like Notion, ClickUp, Monday, Asana, Trello, etc. Whatever you and/or your company is comfortable to use to track tasks and progress.
Content Assistance tools
There are my favorite tools that can help create content, not just social media, but everything. Canva helps in all around graphics, edits, and even presentations and CopyAI/ChatGPT helps you compose writings and Talking Points (most of the time I like my writings personalized, so I only use this tool to build foundation and I do lots of editing) (I don’t use it for my personal writing, only work-related ones since I’m getting to niche that are very far from me)
Note-taking tools
I would say OneNote and Google Keep but most Project management tools have them as well. Also, you can use pen and paper. Again, just what you’re comfortable with. I use my work notebook on my personal OneNote. Notion is also a great tool to have your tasks manager, databases, notes, and other info in one place
Social Media or communication
You’ll need social media, whether you manage it or you’ll find something from it (I get a lot of work-related Life-hacks on my tiktok and twitter). Some VAs also get to build their own brand to attract clients. Also, communication tools like email, Slack, Zoom, Skype, Messenger, Whatsapp, etc. In layman’s terms, channels where you’ll need to talk.
Exhibit C – Establishing Relations with your superiors
Please do not refer to your superiors as ma’am/sir/boss, they hate that
One thing I learned is that always address our superiors in their first names. They hate when they are called Ma’am, sir, or Boss. They don’t think so highly of themselves and sees us as equal part of their team, not less than that, and don’t let them look down on us. Sometimes, you’ll join a team with no hierarchical system, or just a chill group of young people our age range, so calling them any salutations are unnecessary… and cringe.
Open communications, updates, always on
You should always keep your superiors in the loop on what you’re up to. Also, it will help you be updated if they have thrown an urgent task on you are they’ll need a follow up on something. You’re prompt response will be much appreciated, and you’ll be able to easily ask for help if you find something troublesome along the way. Update them if you’re so that they aren’t looking for you.
Be comfortable to tell stories and participate in personal conversations
Working with foreign employers are a dream. Some of them will treat you as equally and make sure you are comfortable having them as your employers. They’ll throw in slight humor and personal catching up in the chat, so make sure you can keep up. Sometimes they’ll talk about family, their weekend, and such. They’ll throw in a “how about you?” so make sure you had an amazing weekend as well. Tell them stories, keep them engage.
It’s ok to open up, say you don’t know, say the workload is heavy, and ask questions
We are not an all knowing AI specie so it is ok to express confusion, ask questions, and ask for a slight workload tweak. In fact, employers will probably like us for that and shows how keen we are in learning and dedicating our energy to this role. Say that it is difficult for you, they might send in some help. Say that you don’t know or you don’t understand, they’ll explain again. Say the workload is heavy, they might lessen it. Be transparent
Be consistent, period.
Maintain good performance, behavior, and quality work ethic. Your employers will love you. But don’t overdo it to the point that you’ll come off as annoying or obnoxious. My advice is keep working at your comfortable pace and be yourself, with that your employer will get a good grasp of your personality, work ethic, dedication, and pace. Perform and produce quality results that your confident in.
Be human. They didn’t hire a robot, it’s okay to make mistakes.
Your client/boss doesn’t bite. It’s okay to be shy, timid, and even clueless at times, I guarantee, they can be very understanding. It’s okay to make mistakes an make sure to learn from them. Build strong relationship. That way, they will be happier to work with you and you will be more encouraged to do better for them, and the cycle goes on; they’ll be happy, and you’ll have a lot of fun in what you do too.
Exhibit D – Bonus Tips
Follow helpful content on social media
Relatable professional content, helpful websites, design ideas, excel hacks, and lots of tips and educational content that I can use for work is already invading my ‘for you’ page. And your girl got to consume it. If you see helpful content on your social media, save it, follow the creator, and explore the world of smarts you’ll need.
Invest in good equipment.
Ideally, a workable computer is Intel i5 up, with 8GB RAM and 64bit Operating System, good SSD etc. Some employers or companies will have specific requirements. But I mean, whatever fits your boat, as long as it is workable, able to multitask without lagging, and will provide stellar performance. Fast, stable internet is also great, obviously.
Stay healthy physically, and most importantly, mentally
Stress and burnouts are like, every professional’s worst enemy. Not only it will affect you mentally, but also physically. Invest in vitamins, fresh shower/good hygiene, nutritious foods, doctors’ appointments and medication if you have chronic illness and drink lots of water and keep yourself in a great headspace.
Not all can be taught in trainings and calls. Google and common sense are important
Employers are not always a reliable source of information (especially the technical ones). Either they don’t know how to do it or they hired you to find out. Google is your best friend, but a Google search rule of thumb is not everything on Google is what you’re looking for, use your common sense and filter out what you need. It won’t hurt to do some research and/or familiarize on things all by yourself. In fact, that is a desirable employee trait.
You don’t always have to be formal, loosen up and have fun
Companies didn’t hire robots, they hire people, so be human. Smile, be vulnerable if something with the job upsets you, laugh at jokes (promise me, employers may crack a joke in the call once in a while or have a chit chat with you), use your wittiness in your job. Work lightheartedly so that it won’t be heavy for you.
Keep yourself entertained, but not distracted
Always remember to save your sanity. Listen to podcasts, scroll to social media every a few minutes or so. Watch a movie or a YouTube video, listen to your favorite music. Since you’ll not have any colleagues to chit chat with, Have ways to keep yourself entertained and not bored. But don’t get too distracted.
Keep your workplace clean and joyful
Keep in mind, it all starts with the workspace you have. Your work area will have a huge impact on your work energy. It reflects on your headspace sometimes, having a cluttered space makes work more exhausting and gloomier. A clean space surrounded with your happy items, however, will get you in a bright positive energy.
Coffee, Power naps, and away time are essential
I love hot, sweet coffee and it keeps me awake. I also take naps, or short time lying at my bed between my breaks. Most of the time when I’m at break, I go away from the computer, very far that I don’t see it as much as possible, I go outside my house for cold air for a few minutes. Smokers can go and light one up to relieve stress (I don’t lol)
Set a goal for your hard-earned money. Invest in something that matters to you.
Don’t feel restricted in your own budget. Sure, bills and necessities exist. But if you have extra, set them aside and save them. As professionals in general, having control over our finances is a way we cope from the stress of it all. Give yourself the freedom to get whatever you wish; travel, technology upgrades, fashion, self-care, starting a business, home-improvement, food, and more. Treat yourself, you deserve it.
PLEASE have boundaries set, don’t render overtimes and time-off works, if possible
I mentioned this already, but please believe me if I say that employers will take you to their advantage if they see that they can always use you anytime they want and you’re always available. If you don’t make your availability clear, it will compromise your work life balance and your personal time and space, which is hell, take it from me.
Go outside, get some friends, have a life out of home
As a work from home person, my comfort mechanism is going out. Quite opposite for an office person whose comfort is going home. I treat myself, I go on a date with my boyfriend, sometimes catching up with my family, friends etc. See people regularly, working from home is quite lonely, you’ll crave physical and social connection.
That’s it for now. Hope you’ll get some basics on what I shared. If you’re starting, these are good info on how to begin a work from home life. How about next time I’ll share my day in the life?
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