A few years ago, I had a customer-facing job that required me to be available for calls at any time. My days felt chaotic. I’d be deep into analyzing data or writing an email, finally in the zone, and the phone would ring. Instantly, my focus would shatter. The context-switching was exhausting. After the call, I’d stare at my screen, trying to remember my train of thought. It was a constant battle that left me feeling drained and unproductive.
When I moved to a more independent role without the constant interruption of calls, the change was dramatic. The quiet allowed me to harness my focus in a way I hadn’t been able to before. As it turns out, as someone with attention-deficit/hyperactivity disorder (commonly shortened to ADHD), I needed this kind of setup all along. And that’s when I realized a lot of other people might be in a similar position, and my thoughts went immediately to the people we help here at Ruby: small business owners.
For a business owner with ADHD, unexpected phone calls aren’t just annoyances or sources of stress; they can be a major barrier to success. Distractions such as a constantly ringing phone can kill your productivity when you’re managing so many things yourself. And yet, if callers can’t get through to your business, you could lose out on connecting with new and existing customers or clients.
You need to have a plan. Whether you have inattentive, hyperactive, or combination-type ADHD—or if you’re any kind of busy professional who is struggling with getting and staying focused—managing distractions is key. A virtual receptionist service can be a powerful tool in your arsenal. Let’s explore how it can transform your workday, so you can stay focused while ensuring you don’t miss any opportunities.
Plan around the challenge of attention shifting.
If you have ADHD, you might experience a significant sense of frustration when you’re interrupted mid-task. This isn’t just about being annoyed; it’s a cognitive disruption. Our brains can struggle with a concept known as task shifting. When you’re pulled away from a task, limited working memory can make it difficult to return to your original thought process.
That brilliant idea you had? The perfect sentence you were about to write? Poof. Gone. If you forget to jot down a note during the call, the chances of remembering to call that person back later could be slim.
This is where a service like Ruby becomes invaluable. Our receptionists don’t just answer your calls; they can also manage live chats and take detailed messages, all of which you can review at your convenience via our mobile app. From there, you can delegate follow-ups to a team member or use Ruby’s outbound calling capabilities to ensure no opportunity is missed.
Actually step away from your business line.
Our relationships with our phones can be complicated. Some people with ADHD love the instant connection and stimulation an unexpected phone call can bring. Others find spontaneous calls jarring and anxiety-inducing.
Whether you enjoy talking on the phone or not, a virtual receptionist service gives you control. You get to decide who you talk to and when. You can utilize schedule blocks of time for calls, allowing you to prepare mentally and engage fully without derailing your other work.
If you really hate the phone, the benefit is even clearer. Ruby’s receptionists can screen calls and schedule appointments for you, transforming chaotic, spontaneous interruptions into a structured, manageable calendar. You regain your groove and protect your focus.
Build a better, more organized day.
Without the constant “threat” of an incoming call, you can plan your days with more structure and less anxiety. This opens the door to powerful time management strategies that work well for the ADHD brain.
One popular method is time blocking, where you dedicate specific chunks of time to specific tasks. An hour scheduled for “work on marketing plan” can actually be a full hour of focused effort. You can also plan for more time than you think you need for a task. You might be surprised when a project you dreaded, thinking it would take over an hour, gets done in just 15 minutes of uninterrupted focus.
10 tips for business owners with ADHD
This newfound time and mental clarity allow you to work on your business, not just in it. You can finally tackle those bigger-picture items on your to-do list:
- Develop new strategies for business growth.
- Fix nagging operational issues (like that broken copy machine).
- Reinvent outdated processes.
- Invest in additional training for your staff.
- Get involved in your community or volunteer.
Embrace freedom and flexibility.
Remember when walking pads and standing desks became all the rage? I got one too. But I quickly learned I couldn’t walk too fast for fear of sounding out of breath if the phone rang. Removing the need to answer every call gives you physical freedom.
ADHD brains often crave novelty and movement to stay engaged. Boredom can be a major trigger for distraction. By handing off your calls, you gain the flexibility to:
- Walk away from your desk for a real break.
- Take your work outside on a nice day.
- Change your scenery by working from a coffee shop, a park, or even just moving from your desk to the kitchen table. (I actually did that to start writing this article!)
This freedom allows you to work in a way that best suits your brain’s needs, leading to greater productivity and satisfaction.
Turn your hyperfocus into a superpower.
For those with ADHD, hyperfocus can be a superpower. When you’re deeply engaged in a task you’re passionate about, you can achieve incredible things. But interruptions are the kryptonite to that superpower.
By eliminating phone distractions, you create an environment where you can enter a state of flow and stay there. That annoying task you’ve been putting off for weeks? You can knock it out. The collection of small, nagging to-dos? You can power through them, experiencing that satisfying dopamine rush that comes with clearing your list.
At Ruby, we’re all about giving you as much time and space as you need to exercise that superpower. A virtual receptionist service helps you protect your time and energy, allowing you to harness your big ideas without letting distractions throw you off course.
Our team can help you stay focused by answering your phone for you, screening calls, and transferring only the people you want to talk to—when you’re actually available—to you or your team. It’s all customizable and on demand 24/7, and you can change your availability and preferences any time in seconds through our handy dashboard and mobile app. Whether you have ADHD or not, we empower you to remain engaged in what matters most to you.
You can do amazing things. Don’t let the telephone stand in your way.
By the way, this article is part of our ADHD archives series, dedicated to helping business owners thrive. Follow the Ruby blog to stay updated on new content and strategies tailored for you.
