How I Helped a Wellness Coach with ADHD Save 15 Hours a Week, Solve Technical Issues, and Boost Course Revenue by 15%
Project Summary
This case study involves a wellness coach, protected under a non-disclosure agreement (NDA), who faced unique challenges managing her growing business while living with ADHD. By stepping in as her Virtual Assistant (VA), I resolved technical issues, introduced workflow automation, and managed her daily operations. These changes helped her reclaim 15 hours per week, focus on her online course, and achieve a 20% increase in course sign-ups, resulting in an additional $15,000 in revenue.
The Challenge
"Emily" (a pseudonym for privacy) was a talented wellness coach with a thriving business but found it challenging to stay on top of admin work, tech issues, and client communication. Living with ADHD amplified these challenges:
- Overwhelm from Admin Tasks: Managing emails, scheduling, and onboarding consumed over 15 hours per week, leaving her little energy for creativity or strategic growth.
- Technical Problems: Her website faced recurring website issues, slow loading speeds, and problems with payment and integration tools, creating stress and frustration.
- Difficulty Prioritizing Tasks: Without clear systems in place, she struggled to organize her workload and focus on her most important goals.
- Delayed Course Launch: Her ADHD made task-switching difficult, further delaying her plans to launch an online course.
The Approach
To support her unique needs, I developed a tailored plan that combined task delegation, technical solutions, and ADHD-friendly systems:
1. Technical Fixes
- Resolved SSL certificate issues, ensuring her website was secure and reliable.
- Optimized her website’s loading speed to improve user experience and reduce bounce rates.
- Fixed payment gateway and integration problems, streamlining transactions for her clients.
- Integrated Make.com to automate repetitive workflows, reducing decision fatigue and saving time.
2. Admin Support
- Managed her email inbox, responding to inquiries and organizing messages to eliminate clutter, saving 5 hours per week.
- Automated her scheduling with Calendly, removing back-and-forth emails and saving another 2 hours per week.
- Streamlined client onboarding with automated welcome emails, forms, and information collection using ActiveCampaign and Zapier.
3. ADHD-Friendly Productivity Tools
- Set up Trello with clear, visually organized boards for task tracking, helping her prioritize tasks and see progress at a glance.
- Automated task creation and reminders with Zapier, ensuring nothing slipped through the cracks.
- Provided simple, repeatable workflows to reduce decision fatigue and improve consistency.
4. Marketing Assistance
- Created and scheduled consistent, branded content for social media using Canva, maintaining her online presence without adding stress.
- Designed and executed cold email campaigns to promote her course, helping convert leads into paying participants.
Results
The tailored support and ADHD-friendly strategies delivered measurable improvements within three months:
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Time Saved: Reclaimed 15 hours per week, giving her the space to focus on her course and clients.
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Revenue Growth: Her course launch saw a 15% increase in sign-ups, generating $15,000 in additional revenue in the first quarter.
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Technical Improvements:
- Resolved website issues, reducing bounce rates by 15% and improving client trust.
- Fixed payment gateway and automation integrations, ensuring smooth operations.
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Better Organization and Focus: ADHD-friendly tools like Trello and Make.com provided her with clarity and structure, reducing overwhelm and improving task prioritization.
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Enhanced Client Experience: Automated onboarding and faster communication improved retention rates by 10%.
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Improved Work-Life Balance: Reduced her workweek by 10 hours, allowing her to spend more time on self-care and family.
Lesson Learned
This project highlighted the importance of customized support for clients with ADHD. Key takeaways include:
- ADHD-Friendly Systems Work: Tools like Trello and automation workflows can create clarity, reduce overwhelm, and improve task completion.
- Delegation is Essential: Outsourcing non-core tasks gave her the time and energy to focus on her strengths.
- Tech Fixes Improve Credibility: Addressing website and payment issues not only reduced stress but also enhanced client trust and satisfaction.
Conclusion
By understanding her unique challenges, I helped "Emily" streamline her operations, resolve technical problems, and focus on what mattered most—serving her clients and growing her business.
If you’re ready to overcome similar challenges and reclaim your time, let’s connect—I’d love to help you achieve these results too!