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Tips on How to Optimize Your Daily Work Schedule for Focus and Energy

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Tips on How to Optimize Your Daily Work Schedule for Focus and Energy

Even if you work a regular 9-to-5 job and don’t have the luxury of creating your own schedule, there are still ways to plan your chores to make the most of your working hours. Making a daily schedule helps you be as effective as possible while reducing stress. You may access a happier, more productive version of yourself by having a routine, which will help you acquire control of your time.

Tips on Optimizing Your Daily Work Schedule

Determine how you are spending your time

If you wish to improve your time management, you first need to determine where and how you spend your time. Start tracking your everyday activities for a week and diligently logging your time.

This will aid you with the following:

  • Establishing how much you can realistically accomplish in a single day;
  • Determining timesucks;
  • Concentrating on activities that generate the greatest returns.

During this audit, you will notice how much of your time has been spent on unproductive discussions and activities.

Acknowledge when to say no

If you don’t learn to say no, you’ll never be able to organize your time at work. Only you know precisely what you have time for, so don’t hesitate to decline a request to concentrate on more critical things. And if you accept doing a task that isn’t going anywhere, you can experience cognitive overload in e-learning and mental fatigue in general. Thus, don’t be afraid to abandon it.

Delegate if you can’t say no. While delegating is difficult to master, it can do miracles for your time management. You’ve assembled a talented team; now, decide which tasks you can delegate.

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Make email your last priority

Checking emails first thing in the morning may become a habit. However, it can have a negative impact on how you approach the rest of your responsibilities.

Instead, spend the first hour of your morning working on the task that will demand the most thought. To increase your productivity, plan out what task you will complete the night before so you can begin your day in full control.

Keep your workspace clean and tidy

According to National Geographic, psychologists and neuroscientists have linked the impacts of clutter on cognition, mental health, and behavior. Visual clutter can raise stress and anxiety levels, activating a fight-or-flight response.

To improve decision-making, throw away any documents that can be shredded or recycled. Remove unnecessary items and place daily tools where they can be easily accessible.

Use a conventional alarm clock

According to research, 71% of Americans over 18 sleep next to their mobile phone. Rather than pursuing this practice, anyone seeking to be more productive must abandon their smartphone and replace it with a traditional alarm clock.

Removing your phone from your bedroom reduces the likelihood that you will do reading and answering your emails your priority when you wake up. Instead, your top priority should be to develop a rewarding and fulfilling morning ritual that does not start with work.

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Create your daily schedule and stick to it

For understanding how to manage time at work, this phase is essential. Only consider beginning the day with a well-organized to-do list. Before you leave for the day, make a list of your top priorities for the following day. Thanks to this step, you can start working as soon as you arrive at the workplace.

You will not have to worry about the tasks racing through your mind at night if you put everything down on paper. In contrast, while you sleep, your subconscious works toward your goals so that you have fresh ideas when you wake up in the morning.

Be careful and wise when prioritizing your tasks

Setting priorities when you structure your to-do list is essential for effectively managing time at work and improving employee performance. Reducing the number of tasks you should have been doing in the first place. Then decide which three or four tasks are the most crucial, and complete those first to ensure that you have completed the most vital duties.

The order of your to-do list should be determined by the importance of each item rather than the urgency with which it should be completed. While urgent tasks call for prompt action and are connected to someone else’s ambitions, essential responsibilities promote the attainment of your goals.

Everyone tends to let the urgent take priority while they ought to be concentrating on tasks that advance their corporate objectives. Prioritization is a skill that will help you take your time management skills to the next level and define the goals needed for a successful change management process. When it feels like there aren’t enough hours in the day, you’ll know where to focus your energy and attention.

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Arrange similar tasks together in groups

Try to finish all items on one sort of to-do list before moving on to the next. This can help you save time and mental effort and boost your productivity.

For example, schedule different times to file documents, make calls and answer emails. Responding to emails and texts the moment they arrive is the best kind of distraction, so avoid doing it. Turn off both to reduce the urge to check your email or phone.

Do your best to beat the urge to multitask

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Even though it is one of the most straightforward time management advice for the workplace, it can be challenging to implement. Block off any distractions and keep your attention on the subject at hand.

Although multitasking can be alluring,  especially in hybrid workplaces, you only end up hurting yourself when you do it. When you move from one task to another, you waste time and become less productive.

Likewise, avoid becoming overburdened by a big list of obligations. Breathe in and out, and focus solely on a single task at a time. Stressing about it will make it go slower.

Put a time limit to all of your tasks

Instead of just completing things until they are finished, you should set time restrictions as part of your schedule-making process and track attendance online. To-do lists are fantastic, but occasionally you could feel like you never cross anything off.

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The Pomodoro Technique can assist you in crossing tasks off your to-do list in 25-minute intervals while maintaining a steady pace in your work. You can take short breaks in between each time period and a longer break after finishing four.

By balancing regular breaks with a concentrated focus, this strategy lessens mental fatigue and keeps up your motivation to work. Timing tasks can also help when it comes to prioritizing one’s work schedule, according to a hybrid workspace report.

Automate repetitive tasks

Do you face many tasks that repeat constantly? There is a solution. Automate repetitive tasks. For example, if you are a consultant, you assess and advise clients daily.

You can partially automate this process by offering your clients a business assessment to measure their performance in the areas of your expertise. You can even automate the feedback process by generating a personalized report based on their responses.

To-do List Apps

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As much as your company is invested in improving employee engagement, a good chunk of motivation for improving your scores comes from you. For many people, the power of crossing off things from a to-do list has an empowering effect and helps us produce oxytocin and endorphin.

Take a look at some of the best to-do list apps that could help you properly optimize your daily work schedule:

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  • Todoist
  • TickTick
  • Microsoft To Do
  • OmniFocus
  • Habitica

Todoist

This app is compatible with practically every platform. Todoist fits most workflow processes. And it is constantly adding new features. If you’re unsure of where to begin because you have never tried using a to-do list app before, this is a good first to-do list app to try.

TickTick

TickTick is a rapidly expanding task list app that provides diverse features on nearly every platform imaginable. Because of natural language processing, adding tasks is quick. It includes a Pomodoro timer, habit-tracking and time-blockingfeatures, and an Eisenhower Matrix view of all of your tasks.

Microsoft To Do

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The interface is simple and user-friendly, and adding tasks is straightforward. You can set custom wallpapers for each of your lists, allowing you to tell which list you’re looking at at a glance. You’ll be looking at your task list all day, so it should look good.

OmniFocus

By default, there are six main views that allow you to arrange your tasks by the due date, project, and tag. If you have the Pro version, you can even add more views.

OmniFocus is the dream of every user. It offers more features than any workflow could hope to incorporate. If you want a feature, OmniFocus has it, so you can organize your tasks in almost any way you can think of.

Habitica

Habitica uses game design principles to encourage you to complete tasks, and it’s surprisingly effective. It is effective in improving individual as well as team productivity. A list can contain tasks, daily activities, and habits. You also have a character who gains experience when you complete tasks and suffers damage when you put them off.

Wrapping Up

Planning your life is more of an effort to bind your tasks to time than a simple timetable. If you still need to create a schedule, it will be challenging to create one and stick to it. However, if you can get to the point where it feels natural, you’ll see a significant increase in productivity.

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Generative Engine Optimization Framework Introduced in New Research

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Generative Engine Optimization Framework Introduced in New Research

There are several AI chatbot-like features available in the current search engines, including Bing Copilot, Google, Bard, and Gemini. They help to optimize the content visibility in the search results with the help of an AI-powered Search engine known as a Generative engine or AI Search.

A traditional search engine like Bing, Google, or Yahoo ranks and displays information in the SERPs based on the search terms a user inputs. 🔎

The generative engine, on the other hand, generates comprehensive, accurate, and relevant results and information with the help of Generative AI or Large Language Models (LLMs) such as chatGPT, Gemini, and Claude. They understand and integrate information from various sources for the user’s queries.

In this blog, We will discuss the GEO that is introduced in the new research, its framework, and how it can change traditional Search engine optimization (SEO) practices and optimize content for visibility.

The Key Components of the GEO Framework and How They Transform Traditional SEO Practices

GEO is described in the research paper as: “A novel paradigm to aid content creators in improving the visibility of their content in Generative Engine responses through a black-box optimization framework for optimizing and defining visibility metrics. We facilitate systematic evaluation in this new paradigm by introducing GEO-bench, a benchmark of diverse user queries across multiple domains, coupled with sources required to answer these queries.”

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Traditional SEO depends upon the keyword volume, difficulty, and optimization for the specific search terms, which focus less on an interpretation relationship between the concepts of keywords or user queries. SEO practices prioritize text-based source content over other sources of content format where regular updating of fresh content is not a primary focus. Also, metrics like impression and click rates affect ranking system results in traditional methods.

GEO encourages detailed information over just the keyword, addressing the related main queries by creating depth content and potential subtopics with the understanding of concept and relationship, encouraging the other formats, such as visual, audio, and images, not just text-based. Moreover, it emphasizes the latest updated content information with continuous accuracy and relevance to provide the most accurate and up-to-date details.

The Impact of Introducing GEO on Website Ranking and Content Relevancy

A generative engine relies on traditional SEO practices like user intent and algorithms for ranking to a degree, such as keyword stuffing. Although it focuses on keywords, it tries to find connections and meanings beyond the keywords in order to create high-quality content.

GEO doesn’t directly indicate the web visibility or page ranking in the Search Engine Result Page. However, it can optimize the overall website visibility and indirectly drive user traffic to your websites through generated responsive data and information.  

GEO-optimized content provides the AI Search or a Large Language Model (LLM) with reliable and completely detailed information, enabling them to generate the most accurate and relevant information for responses to user questions or inputs.

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These AI-powered engines can deliver a vibrant user experience using optimized content for user engagement and interactive experiences. Furthermore, It also builds trust with a user as it relies on renowned and credible sources, which enhances the effectiveness and reliability of the generated response data and provides synthesizing information.

Comparison with Existing SEO Models: Why GEO Stands Out in Enhancing Search Engine Performance

GEO utilizes auto-generative algorithms for content generation based on predetermined objectives and standards where generated content can cover a broader range of keywords and related topics in various formats like image and visual.

A generative search engine uses modern optimization techniques that involve cognitive SEO, NLP (natural language processing), and structured data markup to maintain and improve content leverage, relevancy, and search engine visibility. In addition, it introduces new methods for determining citations’ importance and website visibility, as well as improving user-centric content by using impression metrics.

Traditional SEO models rely upon and use specific keywords to optimize and rank manually in search results. It uses traditional optimization techniques like link building, meta tags, and URLs.

In traditional search optimization, content creation and optimization can be slow and have low content scalability compared to AI-powered, requiring manual effort for generation and optimization. Constant monitoring and adaptation to platform algorithms are needed to produce the latest and updated information for dynamic user behavior.

Both are equally responsible for improving the brand or website’s online visibility; traditional SEO models require the manual touch for content creation and optimization. GEO tends to use generative responses automatically for content generation as per user queries, making it more effective for user-centric content creation, optimization, and stability in related topics or keywords.

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9 Test research findings to improve the website content in GEO

The researchers from Princeton University, Georgia Tech, Allen Institute for AI, and IIT Delhi tested nine various GEO approaches to improve site content for generative engines. Techniques that have been tried and tested over 10,000 search queries, nine optimization strategies were tested on something that “closely resembles the design of BingChat”:

1714643800 803 Generative Engine Optimization Framework Introduced in New Research

  1. Authoritative: The content was altered to be more compelling while conveying definitive claims.
  2. Keyword Stuffing: More keywords were added to match the query.
  3. Statistics Addition: Instead of a qualitative conversation, quantitative statistics were included.
  4. Sources: Relevant citations have been added. Like quotes statistics
  5. Quotation Addition: Quotations from reliable sources have been included.
  6. Easy-to-understand: Simplified the language.
  7. Fluency Optimisation: Improved fluency.
  8. Unique Words: Used in the text whenever possible.
  9. Technical terms: Technical terms have been incorporated into the content.

The data set for search queries was obtained from Google, Microsoft Bing, and Perplexity. Sources include AI Discover, GPT-4, and others.

So, focus on creating detailed and comprehensive blogs or articles by defining the relation and highlighting the context for deeper meaning. Utilize the various formats for content creation to enrich information and diversify the learning perspective.

Also, update your content with the latest information and trends to maintain regular effectiveness and relevancy in the generative engines.

Conclusion:

In the end, Generative Engine Optimization (GEO) provides a more automated, scalable, and adaptive method of content creation and optimization than traditional Search Engine Optimization (SEO) approaches, which need manual and constant work for the optimization and ranking. Compared to traditional search engines, generative engines give instant and detailed personalized information to users’ queries for improved engagement.

Conventional SEO uses metrics like impression, session duration, and click-through rate (CTR), whereas GEO proposes new metrics to measure the relevance and visibility of citations within generative engine responses, making users eliminate the need to visit individual websites for information as it generates the responses on users queries from the reliable, relevant, and various sources.

AI-powered search optimization is still developing and becoming popular since most users and business owners are using generative AI as their source of information and improved visibility with universally applicable diverse content formats.

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How To Develop a Great Creative Brief and Get On-Target Content

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How To Develop a Great Creative Brief and Get On-Target Content

Every editor knows what it feels like to sit exasperated in front of the computer, screaming internally, “It would have been easier if I’d done it myself.”

If your role involves commissioning and approving content, you know that sinking feeling: Ten seconds into reviewing a piece, it’s obvious the creator hasn’t understood (or never bothered to listen to) a damn thing you told them. As you go deeper, your fingertips switch gears from polite tapping to a digital Riverdance as your annoyance spews onto the keyboard. We’ve all been there. It’s why we drink. Or do yoga. Or practice voodoo.

In truth, even your best writer, designer, or audiovisual content creator can turn in a bad job. Maybe they had an off day. Perhaps they rushed to meet a deadline. Or maybe they just didn’t understand the brief.

The first two excuses go to the content creator’s professionalism. You’re allowed to get grumpy about that. But if your content creator didn’t understand the brief, then you, as the editor, are at least partly to blame. 

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Taking the time to create a thorough but concise brief is the single greatest investment you can make in your work efficiency and sanity. The contrast in emotions when a perfectly constructed piece of content lands in your inbox could not be starker. It’s like the sun has burst through the clouds, someone has released a dozen white doves, and that orchestra that follows you around has started playing the lovely bit from Madame Butterfly — all at once.

Here’s what a good brief does:

  • It clearly and concisely sets out your expectations (so be specific).
  • It focuses the content creator’s mind on the areas of most importance.
  • It encourages the content creator to do a thorough job rather than an “it’ll-do” job.
  • It results in more accurate and more effective content (content that hits the mark).
  • It saves hours of unnecessary labor and stress in the editing process.
  • It can make all the difference between profit and loss.

Arming content creators with a thorough brief gives them the best possible chance of at least creating something fit for purpose — even if it’s not quite how you would have done it. Give them too little information, and there’s almost no hope they’ll deliver what you need.

On the flip side, overloading your content creators with more information than they need can be counterproductive. I know a writer who was given a 65-page sales deck to read as background for a 500-word blog post. Do that, and you risk several things happening:

  • It’s not worth the content creator’s time reading it, so they don’t.
  • Even if they do read it, you risk them missing out on the key points.
  • They’ll charge you a fortune because they’re losing money doing that amount of preparation.
  • They’re never going to work with you again.

There’s a balance to strike.

There’s a balance to be struck.

Knowing how to give useful and concise briefs is something I’ve learned the hard way over 20 years as a journalist and editor. What follows is some of what I’ve found works well. Some of this might read like I’m teaching grandma to suck eggs, but I’m surprised how many of these points often get forgotten.

Who is the client?

Provide your content creator with a half- or one-page summary of the business:

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  • Who it is
  • What it does
  • Whom it services
  • What its story is
  • Details about any relevant products and services

Include the elevator pitch and other key messaging so your content creator understands how the company positions itself and what kind of language to weave into the piece.

Who is the audience?

Include a paragraph or two about the intended audience. If a company has more than one audience (for example, a recruitment company might have job candidates and recruiters), then be specific. Even a sentence will do, but don’t leave your content creator guessing. They need to know who the content is for.

What needs to be known?

This is the bit where you tell your content creator what you want them to create. Be sure to include three things:

  • The purpose of the piece
  • The angle to lead with
  • The message the audience should leave with

I find it helps to provide links to relevant background information if you have it available, particularly if the information inspired or contributed to the content idea, rather than rely on content creators to find their own. It can be frustrating when their research doesn’t match or is inferior to your own.

How does the brand communicate?

Include any information the content creators need to ensure that they’re communicating in an authentic voice of the brand.

  • Tone of voice: The easiest way to provide guidance on tone of voice is to provide one or two examples that demonstrate it well. It’s much easier for your content creators to mimic a specific example they’ve seen, read, or heard than it is to interpret vague terms like “formal,” “casual,” or “informative but friendly.”
  • Style guide: Giving your content creator a style guide can save you a lot of tinkering. This is essential for visuals but also important for written content if you don’t want to spend a lot of time changing “%” to “percent” or uncapitalizing job titles. Summarize the key points or most common errors.
  • Examples: Examples aren’t just good for tone of voice; they’re also handy for layout and design to demonstrate how you expect a piece of content to be submitted. This is especially handy if your template includes social media posts, meta descriptions, and so on.

All the elements in a documented brief

Here are nine basic things every single brief requires:

  • Title: What are we calling this thing? (A working title is fine so that everyone knows how to refer to this project.)
  • Client: Who is it for, and what do they do?
  • Deadline: When is the final content due?
  • The brief itself: What is the angle, the message, and the editorial purpose of the content? Include here who the audience is.
  • Specifications: What is the word count, format, aspect ratio, or run time?
  • Submission: How and where should the content be filed? To whom?
  • Contact information: Who is the commissioning editor, the client (if appropriate), and the talent?
  • Resources: What blogging template, style guide, key messaging, access to image libraries, and other elements are required to create and deliver the content?
  • Fee: What is the agreed price/rate? Not everyone includes this in the brief, but it should be included if appropriate.

Depending on your business or the kind of content involved, you might have other important information to include here, too. Put it all in a template and make it the front page of your brief.

Prepare your briefs early

It’s entirely possible you’re reading this, screaming internally, “By the time I’ve done all that, I could have written the damn thing myself.”

But much of this information doesn’t change. Well in advance, you can document the background about a company, its audience, and how it speaks doesn’t change. You can pull all those resources into a one- or two-page document, add some high-quality previous examples, throw in the templates they’ll need, and bam! You’ve created a short, useful briefing package you can provide to any new content creator whenever it is needed. You can do this well ahead of time.

I expect these tips will save you a lot of internal screaming in the future. Not to mention drink, yoga, and voodoo.

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This is an update of a January 2019 CCO article.

Get more advice from Chief Content Officer, a monthly publication for content leaders. Subscribe today to get it in your inbox.

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Cover image by Joseph Kalinowski/Content Marketing Institute

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Quiet Quitting vs. Setting Healthy Boundaries: Where’s The Line?

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Quiet Quitting vs. Setting Healthy Boundaries: Where's The Line?

In the summer of 2022, we first started hearing buzz around a new term: “Quiet quitting“.

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