Productivity's Secret Weapon: The Art of Task Infiltration

Subscriber-only episode

Are you making the most of those small windows of time in your business day, or are they slipping through the cracks? In this revealing episode, I share a productivity breakthrough that emerged from a recent training session with my Insiders community. 

At the heart of this approach is a simple yet powerful distinction between "active" and "passive" tasks in your business. Active tasks—like video creation, podcast recording, or blog writing—demand your complete focus and creative energy. Passive tasks can happen through scheduling, automation, or with significantly less mental bandwidth. The magic happens when you strategically infiltrate these passive tasks during the natural downtimes that occur throughout your workday.

Rather than staring at a progress bar while videos download or mindlessly scrolling during the ten minutes before your next call, you can tackle quick passive tasks that keep your productivity flowing. This isn't traditional multitasking (which can be counterproductive); instead, it's about recognizing the natural rhythm of your day and filling potential dead zones with appropriate tasks. I show you exactly how I implement this in my own business, including how I leverage AI tools like ChatGPT to make passive tasks even less energy-intensive.

Whether you're a solopreneur managing all aspects of your business or leading a team, this strategic approach to task management could be the missing piece in your productivity puzzle. Give this episode a listen, then try categorizing your own tasks as active or passive. You'll be amazed at how much more you can accomplish without increasing your working hours or stress levels. And if you want to dive deeper, consider joining our Insiders community where we regularly explore strategies like these to help you work smarter, not harder.

Chapters

• 0:00 Six Ways to Boost Productivity
• 0:38 Defining Active vs. Passive Tasks
• 1:05 Strategy: Infiltrating Passive Tasks
• 2:31 Using AI for Passive Tasks
• 3:42 Insiders Membership Invitation

Transcript

Speaker 1: 0:01

Last week I did a training inside Insiders where we kind of broke down the six different ways that you can be more productive with your time. There's strategies on how you can actually go about making sure that you're utilizing your time to the best of your ability, and there were a couple of them, like batching, that I talk about all the time. But what I really realized during that training is one of them that I, in particular, do, and before you can actually do this, you do have to go through and decide which of the activities, which of the tasks that you do within your business are active or passive. And we're defining this. We're talking about active as being it has to be you and passive it kind of can happen through scheduling or automation. It's not as much energy that goes into it. But active is video creation, but writing a blog post, doing a podcast episode, doing a recording of some type. So which of these are your tasks, active or passive? And then being able to take a strategy to put it into place. And we're looking at these strategies where, actually, what I found that I was using most often was a strategy where I was able to look at the tasks that I was doing, batch them into my day, but then also have active and passive labeled so that if I was in the middle of completing an active task like recording a video, and then it had to download, so that I was going to be able to, let's say, upload it into YouTube and do this description and all the things that went to it, and in between I was doing more of a short passive task. Between I was doing more of a short passive task and this might look like I might have gone in and checked on my email, or I might have gone in and did a YouTube description, which is a little bit less active, more passive, and it's setting me up for the next step that I was doing.

Speaker 1: 2:03

So what I would highly recommend is really looking at your active and passive tasks and determining how you can kind of infiltrate them when you have a down point. So, whether you're downloading a video, whether you are creating the pictures that are going to have to go into a blog post, whatever it might be, if you have a down point where you're waiting on something, having a passive task, that you can naturally put in there. I do this throughout my day and it's just the way that I do things, I normally have a couple different windows open, but it's not that I'm getting stuck in going down the rabbit hole. Instead, I have those windows open so I can look at what's going to be the best fit when I can't be doing something active, when I have to wait for it to download or to get to that next point in between. So even if we're talking about, let's say, I was getting ready to do a group training and I've got 10 minutes before I have to go live, well, I am usually doing a passive task of making sure my emails are all scheduled, I might be going in and doing the resets real quick.

Speaker 1: 3:14

I know that that's a short, passive task. It doesn't take a lot of energy for me to do a recent. All I got to do is change the subject line and I'm using chat TPT to help me with that. So, again, if you're using AI and you're using chat GPT for any of these tasks, those are things that I would consider more passive too. So I want you to start to look at active and passive tasks, and where can you start to infiltrate these two things into your day when you are looking to batch things and be most productive. If you haven't joined Insiders yet, make sure that you take advantage of the 20 off a month that we offer for all subscribers, and that way you can get in on the trainings and any previous trainings that have been done.