The Productivity Tip of the Day show shares a short practical tip to help you optimize your productivity. Hosted by productivity coach, Marian Knopp. Subscribe to this show on YouTube or your favorite podcast platform. Also, follow Marian on Twitter at @workflowwonder. She would love to hear your productivity questions, tips, and tricks.
Systemize Accountability
One way that you can ensure that you are productive is to be held accountable by someone else. The pressure and social anxiety that you might get from knowing someone is expecting you to get something done may drive you into action.
It is not my favorite way to get something done but it certainly can work.
You can do this in a gentle way, a more nurturing way and that is what I want to talk about today.
How can you ensure your accountability?
Communicate your goals and intentions with others to hold yourself accountable.
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Prioritize and Pivot
If you have a to-do list on your phone and a to-do list on your computer and a project management software with your team, it can feel a little bit scattered if you're trying to keep up with all those lists.
You need to consolidate all of those lists into one place for yourself so you can see what is truly important and see everything in its place at a glance.
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Track the Last Date Contacted
When we are keeping up with the relationships that matter most, you may not want to systemize and track the date you last contacted someone.
If you track just one thing about the people that you contact, track the last date you contacted them.
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We are wrapping up our series of tips on how to Write Click by Click Procedures.
If you feel that writing procedures are exhausting, you don't have to do this step. You can delegate this to a Virtual Assistant.
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Update As You Execute
I am going through a series of my Top Tips for executing procedures.
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Document Click by Click Procedures
I am walking you through a series of my Top Tips for Writing Click by Click procedures and today is the meat of that tip.
Writing Click by Click Procedures requires you to write exhausting details on each step of your process. No detail is left off of the table when you are documenting these procedures so that anyone can follow them.
Get down to the nitty-gritty when writing these procedures. Include:
Getting very clear with the preciseness of this procedure will make sure that the outcome is successful.
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Identify the Triggers
In this series, I am walking you through the Top Tips for Writing Click by Click procedures.
With anything we systemize, we need to know what starts the process. What happens first?
What is the Trigger that is going to instigate this process? Is it.....
Once you know this, you can set up a procedure that is tied to this trigger and begin to systemize your workflow.
Every time this trigger comes up, you will be ready and reminded to execute this procedure.
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Use Roles, Not Names in Documentation
This is a series of my top tips for Writing Click by Click Procedures.
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Make Procedures Team Accessible
This is a series of Systemized Task Tips for writing incredible Click by Click procedures to help you get more done in your life and also help you to delegate easier and more conveniently.
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Let Go of FOMO
FOMO is the WORST fear for your productivity.
FOMO is the Fear Of Missing Out and can greatly affect your productivity.
On a Micro-level think of the Morning Routine...
So many things you Could and Should do during this morning's time.
I've read the 5 AM Club by Robin Sharma, while his plan is great, it doesn't work for me.
You don't have to follow the exact same path as successful people
You can go on your own path and still be successful.
Decide Your Intentions.
Tackle your Fears of Missing Out and Determine your Shoulds- what is important to you?
-You have the control you need over your life.
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Use a Text Expander
A text expander is a tool that might already be in your computer if you have a Mac or you can install software in your PC.
Text expanders allow you to use different key strokes and have it return as something else such a link, an often used website or response, saving you time typing longer key strokes.
While you might think that you are only saving a few seconds, remember that those seconds add up.
I am constantly being asked to show my YouTube account or Twitter account and with just a few key strokes, I can pull those up.
I can populate entire emails this way, I do this when sending out Zoom recordings.
I hope you try text expanders, they are a great tool to be more productive.
If you want to learn more about the tools I use to be productive, you're going to want to check out Workflow Wonder at https://www.workflowwonder.com/
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Pin Important Browser Tabs
Instead of crowding your browser with numerous open tabs, pin the most important ones that you access more than once a day for easy reference.
Tabs you may want to pin include:
I often pin 1K work that I am doing. If you are curious about 1K work and want to learn more, check out the Rad Read's 10K Institute. This is where I learned all about assigning value to my tasks.
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Install Nifty Browser Extensions
There are many nifty browser extensions you can use to add more ease into your workday.
I use Google Chrome but many of these extensions can be used with any browser.
One Tab
ColorPick Eyedropper
Loom
Last Pass
Notion
Tube Buddy
Google Drive
Honey
Facebook Pixel Helper
Tag Assistant Legacy
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Be Ready to Capture Your Screen
I recommend using a Snagit or Loom extension.
It's also useful for capturing short videos. For example, when something isn't working you can take a quick video and send it to IT.
With a just a few clicks, you can record a video and immediately have a link to share in a chat or email. People can comment right there on your video or react with an emoji. You can edit and trim the video as needed.
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Manage your Tabs with One-Tab
Use One-Tab to help manage and organize all your browser tabs. It works great for Google Chrome as well as many other browsers.
Once you have downloaded the extension, click on the blue funnel symbol to capture all the open tabs.
You can name, lock and reorganize each group of tabs as needed. This system works great when you need to continue a project or research from where you left off.
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Set up Scheduling Software
Gone are the days of endless email chains back and forth trying to set up a meeting.
Use a scheduling software, such as Calendly, Acuity Scheduling and Schedule Once, to easily set up meetings with clients and colleagues.
The software can help set the length of the meeting as well as work across time zones.
If you are working with clients, scheduling software can help you collect money for coaching calls or appointments as part of the software.
Scheduling software can sync with your actual calendar to find times for meetings and make you more aware of your current commitments.
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Always store files in the cloud.
It's a no-brainer these days to always store files in the cloud to avoid losing those files.
Storing files in the cloud allows you to move seamlessly between devices without needing to download and transfer files.
There is a great variety of affordable cloud storage available. Try Dropbox, Google Drive or Box.
If you tried cloud storage a few years ago and didn't like, try it again. With new compatibility enhancements, these products are easier to use than ever before.
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Build a Dashboard
Dashboards allow you to see what you need to focus on while ignoring the rest. If it isn't on your dashboard, it must not be a priority. When using a Dashboard, everything you need for the day is at your fingertips.
Find a dashboard tool that works for you such as Notion, Trello, Clickup, Monday.com or Asana
Dashboards help you to PERSISTENTLY PRIORITIZE your day by helping you to focus on what actually needs to be done. Avoid wasting your time by reorganizing your to do list, focus on the most important work instead.
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Use a Password Manager
It is surprising that people still do not use a password manager, despite the hundreds of logins we use on a daily basis.
Using the same password for multiple accounts is a huge security risk.
Password managers allow you to use complicated passwords, minimizing your security risk, because you don't have to remember these complicated passwords.
You only need to remember the password for your password manager.
This is great when working with others, especially freelancers, where you may only be working with them for a few hours or a few days.
Password managers allow you to revoke access to the password as soon as you're done working with someone to give yourself an extra level of security.
Be proactive and start using a password manager today!
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Set Browser Boundaries
Use different browser boundaries in your personal and professional life.
Do this by using different browsers such as Chrome, Safari, Firefox for each area of your life.
Google Chrome works great for browser boundaries (my personal favorite).
It allows you to sign in with different accounts (work email, personal email) and remembers your unique bookmarks, tabs, and settings for each.
By using browser boundaries, you won't cross contaminate passwords by mixing your personal and professional lives together. avoiding the unnecessary headaches this may cause.
Browser boundaries make it easy to eliminate distractions and focus on your work.
For more productivity tips, check out Workflow Wonder and subscribe to this YouTube channel, Productivity Tip of the DayⓇ. https://www.workflowwonder.com/
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Onboarding Estimate = ~10 hours
You can offer this for free as part of your offer, or do it "on the clock."
Send your client Onboarding Progress Updates
I will typically login to "your office" (aka my browser for you) at least once a day, Monday through Friday, to at least check [INSERT CHAT TOOL]. Thus, you should expect a response time of 24 business hours to anything you say in the chat. If, however, you have a true emergency at any time, you may call or text my emergency line: [INSERT PERSONAL PHONE NUMBER]. No need to apologize if this does happen; it's understandable.
I typically invoice all my clients around the 23rd of the month for a monthly retainer that they pay ahead of time. I'm going to go ahead and do that for you as well so I can get you into my system, but since [MONTH] is a trial month, the due date will be the end of [MONTH], so you don't have to pay me right away.
All of this onboarding work and set-up is complimentary and allows me to be ready (and have complete peace of mind) to go on day 1 -- no dilly dally. The [INSERT #] hours will start on [DATE]. I'll request to schedule an "off the clock" meeting with you to discuss our trial at the end of my [INSERT #] hours of work.
You are welcome to meet with me on Zoom anytime. You can send me your scheduler to choose from, or just schedule on my calendar specifically for private clients: [SCHEDULER LINK]
If you want to chat before [DATE], I'll consider it an onboarding conversation off-the-clock. If you schedule something on or after [DATE], it will be considered on-the-clock.
If you want to make sure that you onboard yourself productively, go to WorkflowWonder.com and check out the Workflow Wonder program.
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Traditional Job Sites - FlexJobs, Indeed
Remote Job Sites - Remote.co
Freelancer Job Sites - Upwork
VA Associations - IVAA
Private Groups, Directories, Memberships - such as Horkey Handbook's VA Facebook Group for members of her course
MY PERSONAL FAVORITE: Profit Factory Jobs
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Set your availability and get into the habits and routines of working at that time so it isn't a shock to your system when you do get a client and you can adjust as you need to know what you can guarantee or offer prospective clients.
Spend the time:
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Establish an online presence using a platform like:
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Be clear on what you offer. And what you DON'T offer.
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Create a Master User Manual with all your personal, professional, VA, and entrepreneur preferences and then cater it to your client — like a resume.
Let's take a look at my own user manual for some examples on what you can include.
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Learn the fundamental philosophy and foundation of effective workflows, time and task management, and systemizing FROM SCRATCH, so that you can walk away with understanding of what works and how it works.
Then, when you go to use fancy tools like Asana, Trello, ClickUp, BaseCamp, etc. with their fancy automations and dashboards, etc., you KNOW how to engage and what the most important elements are.
This knowledge is going to be what makes you super flexible and invaluable to your clients because it won't matter what tool you use. New tools are coming out everyday, and they're amazing, and they have fancy AI or complex algorithms built in.
Before we get into the bots that send us agendas, dashboards that show us everything at a glance, how to use GANTT charts and task dependabilities, we need to understand the basic building blocks so no matter what new tool shows up, we can adapt and properly engage with it without wasting our time or our clients' time.
It's easy to get lost in learning / PLAYING with a new tool where you get a false sense that you're being productive form the neat organization of information.
But the real value is in the ENGAGEMENT and ACTION that you take to deliver results.
That is what will make you a super assistant, not just "making things pretty."
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Why do we make life seem so hard?
Why do something over and over and over again when we live in a world with such amazing technology and automation capabilities?
I'm not talking about crazy futuristic AI technology.
I'm talking about the basics: lists, procedures, templates, and simple macros.
Have you ever scrambled to pack for a trip? No packing list... just walking about your home, grabbing what you think you'll need?
How did that feel? Did it feel easy, or did you get overwhelmed at any point?
Now, have you ever packed for a trip with a plan? Maybe there was a clear itinerary or even a packing list.
How did that feel? Easier, maybe?
Here's a news flash: It's okay to do things the easy way.
It's not cheating to follow a checklist, or use a template, or have a computer do the work for you.
Lists can be easy reference, procedures can help you do the same thing over again without missing any details, and templates can save you SO MUCH TIME!
Don't reinvent the wheel.
And, for goodness sake, use text expanders as much as possible. You don't need to type out your bio, your address, or that ridiculously long URL every time.
There are free and paid text expanders for your device... find one and use it! When you type a few keystrokes, you can pull out full sentences or even paragraphs. It's amazing!
Sometimes you'll feel unproductive simply because your workload seems hard... so find ways to make it easy.
It's okay. You're allowed. An easy life is way more fun.
Learning how to proactively systemize so that you can truly FLOW with your work is a key element of The Ultimate Productivity Workflow.
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It's so important to take ownership over your workload so you can make magic happen with your productivity.
But, owning your workload isn't enough these days, is it?
We often work with other people.
And their workload affects your workflow.
You could be humming along on a project, then hit a roadblock where you have to wait for someone else.
Isn't that annoying?
It feels like you don't have any control over it, right?
You can't control someone else's productivity.
...or can you?!
At the very least, you can fiercely follow-up.
You probably don't love following up, but it's absolutely crucial to your workflow.
And you're doing everyone a favor.
When you follow-up, you're obviously helping yourself so that your workflow doesn't get interrupted.
But, you're also helping the other person. They may need a reminder. They may not have The Ultimate Productivity Workflow to guide them along in their workload. (You can always invite them to learn about it though! 😉)
Pretending that other people will have their shit together is a joke.
It's a hope and a prayer... and often, a disappointment.
You're going to need a system in place to make sure you don't get screwed over by someone else's lack of productivity.
Take control of your goals by fiercely following up on your team, your clients, your boss, and even your family.
This is just one key part of The Ultimate Productivity Workflow and you can learn about the whole process.
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Give yourself the gift of productivity, by learning all about how to manage your workload.
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Today is my 32nd birthday! Yay! 🎉
To celebrate, here are 32 tips.
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Marian Knopp hosted the Season 3 finale episode of Productivity Tip of the DayⓇ LIVE on YouTube.
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Learn more about how and why you should be in charge of your life in today's episode.
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Learn how and why turning off notifications is so key to productivity.
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Productivity Tip of the DayⓇ: Turn off nudges
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Productivity Tip of the DayⓇ: Use a transcript generator
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Productivity Tip of the DayⓇ: Provide context when delegating tasks
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Productivity Tip of the DayⓇ: Use recurrences in your calendar
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Productivity Tip of the DayⓇ: Layer time blocks as needed
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Productivity Tip of the DayⓇ: Store files on the cloud
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Productivity Tip of the DayⓇ: Use a screen capture tool
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Productivity Tip of the DayⓇ: Use OneTab for quick access bookmarks
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Productivity Tip of the DayⓇ: Be aware of busy/free time
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Productivity Tip of the DayⓇ: Use due dates
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Productivity Tip of the DayⓇ: Anticipate what you will need to get done
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Productivity Tip of the DayⓇ: Use read later apps
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Productivity Tip of the DayⓇ: Filter to the archive
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Productivity Tip of the DayⓇ: Pin your ASAP Inboxes
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Productivity Tip of the DayⓇ: Limit your calendar to 15-minute increments
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Productivity Tip of the DayⓇ: Create checklists for routine reviews
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Productivity Tip of the DayⓇ: Limit your email folders
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Productivity Tip of the DayⓇ: Set boundaries with browsers
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Productivity Tip of the DayⓇ: How virtual assistants manage their clients' email
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Productivity Tip of the DayⓇ: Auto-advance through your email
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Productivity Tip of the DayⓇ: Extreme Time Blocking
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Productivity Tip of the DayⓇ: Explain how you would like tasks to be done
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Productivity Tip of the DayⓇ: Use a private communication tool
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Productivity Tip of the DayⓇ: Use keyboard shortcuts
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Productivity Tip of the DayⓇ: Use a text expander
The Life-Changing Magic of Text Expanders (Khe Hy, RadReads)
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Productivity Tip of the DayⓇ: Delegate in writing
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Productivity Tip of the DayⓇ: Use a time tracker
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Productivity Tip of the DayⓇ: Start your tasks with a verb
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Productivity Tip of the DayⓇ: Use a task manager
Trello or Notion
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Productivity Tip of the DayⓇ: Use a digital calendar
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Productivity Tip of the DayⓇ: Reach Inbox Zero Everywhere (RIZE)
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Productivity Tip of the DayⓇ: Get to email inbox zero
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Productivity Tip of the DayⓇ: Everything is Delegatable!
FREE eBook:
Productive Delegation: How to Successfully Delegate Everything to Your Assistant
https://marianknopp.com/productive-delegation
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Season 3 of Productivity Tip of the DayⓇ premieres on Tuesday, March 17, 2020. Tune in for tips all about inbox zero, extreme time blocking, and getting things done as a virtual assistant!
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Special LIVE Bonus Episode of Productivity Tip of the Day: Lessons Learned
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Productivity Tip of the Day™: Prioritize & Execute
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Productivity Tip of the Day™: Process Your Inbox
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Productivity Tip of the Day™: Use a Task Manager
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Productivity Tip of the Day™: Extreme Time Blocking
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Productivity Tip of the Day™: Tools, Tools, Tools
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Productivity Tip of the Day™: Remember the Rewards
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Productivity Tip of the Day™: Delegate to Done
The Quote of the Day Show, Episode 774, Art Williams, Just Do It: http://quoteofthedayshow.libsyn.com/774-art-williams-just-do-it
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Productivity Tip of the Day™: Refresh Your Workspace
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Productivity Tip of the Day™: The Active Lunch Break
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Productivity Tip of the Day™: The Content Consumption Lunch Break
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Productivity Tip of the Day™: The Social Lunch Break
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Productivity Tip of the Day™: The Listening Lunch Break
Mindful Eating Guidance from Darya Rose: https://www.youtube.com/watch?v=3__CcskNkDs
Podcast Recommendations:
Productivity Tip of the Day™ -- of course!
The Quote of the Day Show with Sean Croxton
PG-ish with Erin Holland
Office Ladies with Jenna Fischer and Angela Kinsey
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Productivity Tip of the Day™: The Mindful Lunch Break
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Productivity Tip of the Day™: Turn Off Notifications
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Productivity Tip of the Day: The AM/PM Rule
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Special LIVE Bonus Episode of Productivity Tip of the Day: Lessons Learned + Q&A
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Productivity Tip of the Day: Manage distractions and interruptions
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Productivity Tip of the Day: Develop a backup strategy for sick days and vacation leave
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Productivity Tip of the Day: Assign a due date to every task
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Productivity Tip of the Day: Assign a role for whoever is responsible for completing each task procedure
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Productivity Tip of the Day: Determine what will trigger each task procedure
If you've been enjoying these tips, share them with a friend.
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Productivity Tip of the Day: Write "click-by-click" procedures for all your routine tasks
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Productivity Tip of the Day: Power up your Trello dashboard
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Productivity Tip of the Day: Use a Waiting For list for delegated tasks
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Productivity Tip of the Day: Optimize your task management workflow
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Productivity Tip of the Day: Create additional Routine Review checklists
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Productivity Tip of the Day: Create a Daily Review checklist
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Productivity Tip of the Day: Schedule routine tasks (aka "time blocking")
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Productivity Tip of the Day: Use a calendar for time-based activities
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Productivity Tip of the Day: Prioritize daily
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Productivity Tip of the Day: Draft a plan for each desired result
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Productivity Tip of the Day: Get clear on your desired results
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Productivity Tip of the Day: There are many ways to accomplish your goals
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Productivity Tip of the Day: Write it down
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Productivity Tip of the Day: Google it!
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Productivity Tip of the Day: What is productive for others may not be productive for me
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