Kloned

How to increase productivity at work

Scroll
Get in touch Call, Email or Text, we're here for you

Being productive means not just getting more done, but feeling satisfied at the end of the workday, so you can really enjoy your free time without any niggling guilt.

Sounds ideal, right? Yet many of us still struggle with our productivity. A recent survey revealed the top four ways most employees waste time during work:

  1. Online Distractions: 60% of online purchases are made during work hours and 65% of Youtube viewers watch between 9am-5pm.
  2. Meetings: 47% of professionals say their biggest time-waster is having to attend too many meetings. And on top of that, 33 minutes a day are spent scheduling these meetings.

That’s why we have as 6-step process for increasing productivity. In this post, we are going to show you how to take control of your schedule, optimise your environment, and perform at such a high level that your team will be wondering what your secret is.

1. Start your week with organisation.

In the words of Bruce Lee, ‘Preparation for tomorrow is hard work today.

How you start your week will positively or negatively determine how you approach each day. We advise taking 30 minutes on Monday morning to prepare for the week’s tasks and obligations. Use this time to organise the files on your desktop, respond to emails that don’t require a lot of mental energy, evaluate your calendar, and prioritise your tasks.

2. Use your calendar as your guide.

Your calendar is the most important productivity tool at your disposal.

At Kloned, we create a structured timetable that outlines where we can focus our time: using our calendars to block time for meetings, client work, housekeeping and personal development. 

A recent article called ‘Millionaires Don’t Use To-Do Lists’ validated this approach. The author Kevin Kruse stated that within his intensive research a patterned emerged with the seriously successful: the ultra-productive don’t work from a to-do list! Instead, they live and work from their calendars. 

3. Listen to the right background music.

Optimising your work environment can be a huge accelerator for productivity. One of the most common issues in today’s world is a lack of investment in ergonomics and your working atmosphere. 

Productivity can only go so far if you’re pushing your neck muscles and wrists to the limit. Carpal Tunnel is a very real, very aggressive threat to stagnant, uncomfortable employees. That is why you should start by investing in a good office chair, and ensuring that your computer screen is at the right height for you (the top of the monitor should be slightly lower than your resting eye height). 

Once you have your foundations set, it’s time to optimise your environment. One of the best ways to do this is with the right background music. Studies show that music offers you a sense of psychological empowerment, which leads to increased effectiveness and productivity. The researchers further found that people who listened to music with a higher tempo, higher bass, and more powerful lyrics were more likely to feel empowered and be more productive. 

So rather than listening to melodies and R&B, it might be worth blaring those feel-good Friday tunes through your headphones. 

4. Unplug from ongoing distractions.

‘When you cannot do what you have always done, then you only do what matters most.’ – Robert Hales

Unplugging means totally eliminating all of those things that you can’t help but check during the day: turn off your notifications, your friends will not mind having to wait until lunch for you to reply to their GIF of a cat. Notifications have one goal: to capture your attention – train yourself to become resistant to this. 

When you’re not feeling productive, or feel like you’ve been working on a task that should have taken less time, it’s usually because you’re allowing distractions to interfere. Whether it’s Snapchat showing up on your phone, a notification on Slack, or a text from a friend, this act of multi-tasking is draining your energy and slowing your productivity. 

5. Be intentional with your breaks.

Being productive doesn’t mean being a workaholic. You’re human – you need to take breaks!

In fact, studies have found that our brains have two different states: the ‘focused mode’ within which we’re working hard, and ‘diffuse mode,’ which is our more relaxed mode. You might think that to be the most productive you need to always be in focused mode, however, it’s important to prioritise the diffuse mode also. 

Some more complex or tricky problems are solved while in the diffuse mode. That’s why so many people have great ideas whilst in the shower or while daydreaming. 

Barbara Oakley, Engineering Professor and author of ‘A Mind for Numbers’, described this concept well in a recent interview with Inquiring Minds. She explained that when you’re focusing, you’re actually blocking your access to the diffuse mode. And the diffuse mode is what you need to be able to solve difficult new problems. 

So, in light of that, don’t be afraid to take a lunch break. Don’t be afraid to check out for an hour and go for a run, or take part in a yoga class. Embrace the break – during times like these, you might strike brilliance. 

6. Embrace automation and delegation.

One of the biggest challenges for entrepreneurs is transitioning between doing and leading. It is a point in your business where you need to step away from execution and start delegating tasks. 

Entrepreneurs need to remember that delegation isn’t lazy: it is key to efficiency and development. It allows you as the business owner to focus on tasks that are more important, and gives your team the ability to feel empowered and grow their own skills. It allows you to think about the bigger picture, manage complex tasks, and direct your mental energy into things that will translate into a larger and more impactful return. 

The first step is finding a group of people you can trust, the second is showing that you trust them. It’s the people you surround yourself with who make the process easier and more successful. Remember: the more you delegate, the more you’ll be able to work on your business, rather than in it.

So there you have it. Six steps to increasing and optimising your productivity at work.

It’s time to take all the insights you’ve gained from your reading and start putting them into action. Schedule your week in advance, embrace your calendar, remove distractions, take breaks, optimise your environment, and delegate tasks to your Klone! 

Getting started with Kloned

Ready to live and work optimally? Here is the Kloning process, in
three simple steps.

1. Consultation

We dive deep and uncover what you need from your Klone and how we can fit your style, behaviours & structures. This is OUR investment in you.

2. Choose Plan

We’ll find your perfect match and introduce you with a meeting within two business days of your consultation.

3. Kloning Begins

The Kloning process begins: delegate tasks as your Klone actively integrates with your business.

From £300

Constant, agile, intelligent support.

Our mission is to help our clients achieve their dreams. How could your Klone take you further?

Frequently Asked Questions

Question? We're sure to have the answer. Search for your question in the
most-asked ones below or get in touch with us directly.

HOW WILL KLONED HELP ME?

At Kloned we take the time to get to know you and your needs in order to create your very own Klone. Your Klone will take care of all your tasks by offering a more efficient, time-effective service that guarantees round-the-clock support. With our exceptional quality of service, we take ‘personal expertise’ to another level; enabling each and every client to achieve their goals exactly how it should be done.

WHO CAN BENEFIT FROM KLONED?

Anyone! Using the exceptional, vast knowledge within the team, we feel comfortable offering this entirely bespoke service to our great diversity of users. Through the flexibility provided, Kloned client base ranges from individuals looking to free up their time to small/medium-sized companies seeking to reduce their overhead costs. The beauty of Kloned is that you do not directly employ anyone, so you are not faced with complicated HR rules and regulations. By using Kloned you save up to 52% of operational costs. Some of which being:
- National Insurance (NI) and tax
- Pension Schemes
- Holiday/Maternity or sick cover and pay
- Insurances
- Training
- Lost office time

WHO DO YOU EMPLOY?

All of our Klone’s go through a rigorous, multi-step vetting process to test everything from their communication and technology skills to their creativity and resourcefulness. Our workforce consists of intelligent professionals who have previously worked with FTSE 250 companies, contributing a wide range of skills to the team. It is this vast experience that enables an in-depth understanding of exactly what it takes to provide the best possible solution to your business needs.

WHO ARE YOUR KLONES?

All of our Klone’s are London office-based, highly trained, ready to start and professionally managed. We hire the type of people that we'd want to be around every day: smart, ambitious and inspired. We want to make sure we connect you to a talented individual who not only produces high-quality work, day in and day out but also someone with a great personality, that we’re sure you’ll get on with.

It’s not just a job; every one of our Klone’s take immense pride in the work they do, with the goal of building deep, long-term working relationships with the clients they support.

HOW WILL KLONED BENEFIT ME?

Have you ever considered the idea of how much more you could achieve if there were two of you? We have. At Kloned we offer expert Executive assistants who will get to know you and your needs to such an extent that they will act as your very own Klone. From working to reduce your day-to-day administrative workload, to helping you grow your business further and give you the time back to invest in yourself. At Kloned we strive for all of our clients to achieve their full potential and build towards their dreams.

HOW WILL I KNOW THE TIME TAKEN TO COMPLETE A TASK IS TRACKED ACCURATELY?

All of our Klones track their time on industry-leading tracking software. Before undertaking the work, your Klone will endeavor to provide estimated timelines to each individual task assigned to them. We provide you with the option of agreeing the estimated time to be undertaken for each task so that we can ensure we are forensic with your budget.

HOW DOES THE PRICING WORK?

You are billed at the beginning of each month according to the package you have selected. You can upgrade to any of our packages at any time.

WHAT IS YOUR CANCELLATION POLICY?

In order to cancel your membership, we require 30 days written notice.

WILL MY HOURS ROLL OVER?

As a monthly membership service, our clients subscribe to us for the ability to retain a London based assistant. While each plan offers a different level of service, as a membership subscription our plan hours do not roll over, and your membership fees are not tied to time specifically. However, once we know you and your requirements we will place you on a plan that is more suited to you.

HOW DO I COMMUNICATE WITH MY KLONE?

Your Klone can reach your Klone however way suits you, email, phone, text, Whatsapp, voice notes, Slack, Skype – it’s up to you. Each Kloned assistant has her own Kloned email and mobile number.

CAN MY KLONE HANDLE MY CALENDAR/EMAIL?

Yes, your Klone can arrange meetings and manage your email and calendar with ease. Simply share and grant your Klone access to manage your calendar.

CAN MY KLONED HANDLE SCHEDULING?

Absolutely. Your Klone can coordinate meetings, schedule appointments, and manage your calendar with ease. Simply share and grant your Klone access to manage your calendar.
Our Klones have experience with Google Calendar, iCloud, Calendar, and Outlook.

CAN MY KLONE EDIT AND FORMAT A PRESENTATION FOR ME?

They sure can! Your Klone can use Google Presentations, Canva, or Powerpoint to format and edit personal or business presentations with your provided content, images and detailed instructions.

CAN MY KLONE WORK WITH MY PROJECT MANAGEMNET TOOLS OR OTHER SPECILAISED SOFTWARE?

All of our Klones go through a rigorous certification process so that they can best serve you from day one. While we do not offer specific training for specialised software, our Klones are more than happy to assist if you are able to provide instruction.

CAN MY KLONE HELP WITH MY ACCOUNTING NEEDS?

Kloned offers Bookkeeping services, and most of our Klone’s are proficient in Xero and Quickbooks.

CAN MY KLONE DO DESIGN WORK FOR ME?

Of course! We have Klones who are skilled in Adobe Creative Cloud (InDesign and Illustrator) and they will be more than happy to assist you in your design work.

HOLIDAY COVER?

Business as usual. Your Klone will have a back-up Klone who is fully versed in your project. When your designated Klone is away, their back-up will step in to cover your work.

DO YOU USE BRANDED EMAILS?

Yes. This feature allows your Klone to send and receive emails from your domain instead of their “@Kloned.co” address.

BUSINESS HOURS

Our team work Monday to Friday, 9.00am to 5.30pm.
You can submit your tasks anytime, day or night, weekday or weekend and your Klone will receive the task(s) the following business day to begin working on them.

CAN MY KLONE WORK WEEKENDS?

We like to get to know you and understand your business so that we can provide you with the very best service, tailored to your individual needs and preferences. The majority of our teamwork standard business hours (Monday to Friday). However, if you require support outside of these hours, this can also be arranged.

WILL YOU SIGN A NON-DISCLOSURE AGREEMENT (NDA)?

All our team have signed robust and confidential NDAs covering all work undertaken at Kloned. However, if you wish for them to sign an individual one for your business alone, they will be more than happy to do so.

HOW SOON CAN I EXPECT YOU TO RESPOND TO MY EMAIL/VOICEMAIL/TEXT?

Any correspondence or work submitted within our business hours (Monday-Friday 9.00am-5.30pm) will be received on average within 30 minutes. Any work submitted outside of office hours will receive a response the next working day.

DO I NEED TO SIGN A CONTRACT?

Yes, for confidentiality reasons and to ensure you have read our Terms and Conditions.

WHERE WILL MY KLONE BE LOCATED?

All of our team are based in our Central London offices.

CAN I MEET MY KLONE BEFORE SIGNING?

Absolutely! When we know you and your project we assign a Klone to you. You have the opportunity to meet before signing up. This gives our clients a chance to see whether the Klone is a right fit for them and their business. We’ve never had a bad match to date.

I’VE SIGNED UP. WHAT NEXT?

First, welcome aboard! We will begin with a quick kick-off call or meeting for your Klone to guide you through the delegating process and get you started.

CAN MY KLONE MAKE PURCHASES ON MY BEHALF?

Yes! Your Klone can place orders, make purchases and schedule payments safely and securely. We are SSL certified to ensure your credit card information, passwords, and other sensitive data remains safe.

CAN MY KLONE RECEIVE IN-BOUND CALLS FOR ME?

Yes. You may forward all incoming calls to your Klone who will respond on your behalf. However they will not be able make out-bound sales or prospecting calls to solicit customers.