Working From Home

cybersecurity protect your data

Why Cybersecurity Matters in 2024

Cybersecurity, Helpful Tips, Online Security, Tech and Security, Working From Home
cybersecurity protect your data

Why Cybersecurity Matters in 2024

virtual assistant
In 2024, cybersecurity is more important than ever, and October’s Cybersecurity Awareness Month brings a timely reminder: Secure Our World. From protecting your personal information to safeguarding your business, the good news is that securing your digital life doesn’t have to be overwhelming. There are straightforward steps you can take today to shield yourself, your family, and your business from online threats. With hackers growing more sophisticated, now is the perfect time to review how secure your world really is.

Protect Your Online World

Cybercriminals are smart and find ways to get into our systems and create havoc in less time than we expect, and the most significant vulnerability in any cybersecurity system is human error. In fact, 95% of all security incidents are human-related. This statistic emphasizes the importance of not only having robust cybersecurity tools but also educating and training individuals in best practices.

Computers today are faster and more advanced, and so are the bad guys in cyberspace trying to gain access to your information. Originally conceived as a tool for communication and education, the Internet has been used and misused for personal gain, which has given rise to a concerning escalation in cybercrime rates, unparalleled in our digital age of Smart devices and remote work. In light of these developments, it becomes imperative for individuals and organizations alike to implement strict cybersecurity practices. These measures defend against a spectrum of tangible threats, including but not limited to identity theft, ransomware attacks, and the relentless pursuit of hackers. These threats occur with alarming frequency and underscore the pressing need for proactive safeguarding measures.

Cybercrime may be on the rise, but that doesn’t mean you need to be the next victim. Here are three simple ways to protect your digital world in 2024:

1. Keep Software and Apps Updated

Keeping your devices and applications up to date ensures they have the latest security patches. Outdated software is one of the most accessible entry points for hackers. Stay vigilant by regularly updating your devices to plug security holes.

2, Multifactor Authentication (MFA) is a Must

Add an extra layer of security to your online accounts with MFA, making it harder for cybercriminals to gain access, even if they know your password!

3. Regular Backups

Schedule regular backups to safeguard your important data against ransomware attacks or data breaches.

Don't Wait Until it's Too Late!

Ready to secure your world?

At Task VA, we're not just talking about cybersecurity—we’re providing the tools to make it happen. Ready to take action? Enroll in our Cybersecurity Course and take control of your digital safety. Plus, don’t forget to try our quiz—it’s fun and educational! You might learn something new about staying safe online.

Learn More

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Master the Remote Lifestyle: Elevate Your Productivity and Comfort

Business, Helpful Tips, Self Care, Working From Home
work-from-home

Master the Remote Lifestyle: Elevate Your Productivity and Comfort

virtual assistant

You've settled in and embraced your remote, work-from-home lifestyle, but maybe you feel there's still room for improvement. Whether you're a seasoned WFH pro or just getting started, optimizing your setup and routine can truly make a world of difference in your productivity and overall well-being.

Let's dive into some top tips and tools that will take your work-from-home experience from good to great!

Your Space

Create Your Sacred Space: Designate a specific area in your home for work, ideally away from distractions like the TV or noisy household areas - get out of the kitchen! Personalize your space with plants, photos, or inspirational quotes to make it your own.

Invest in Comfort: Your workspace should be ergonomic and comfortable. Consider getting a quality chair that supports your posture and a desk at the right height for your needs. A good investment now can save you from aches and pains down the road, and if you're running a business from your home, it's tax deductible!

Set Boundaries - repeat - Set Boundaries: Working from home does not mean you're available 24/7. Set clear boundaries with family members or roommates about your work hours and when you need uninterrupted focus time.

The Tools

Utilize Productivity Tools: Plenty of tools exist to streamline your work processes and boost your productivity. Find what works best for you and your team, from project management platforms like Asana or ClickUp to communication tools like Slack or Microsoft Teams.

Stay Connected: Working remotely doesn't mean you have to feel isolated. Schedule regular virtual check-ins with your team, or join online communities and networking groups like MeetUp to stay connected with like-minded professionals.

You

Stick to a Routine: Establishing a consistent daily routine is paramount to keeping you organized and maintaining a healthy work-life balance. I can't stress that enough! One of the first blogs I ever wrote, Make Your Monday Suck Less, was about establishing routines. (Sneak Peak: watch for a revised version coming this summer!)  So, start your day with a morning ritual that gets you in the right mindset for work.

Take Breaks: Don't forget to schedule regular breaks throughout your day to rest and recharge. Stepping away from your workspace, even for just a few minutes, can help prevent burnout and keep you focused when you return.

Stay Active: Incorporate movement into your daily routine to combat the sedentary nature of remote work. Take short walks, stretch regularly, or try out desk exercises to keep your body and mind sharp. Set a reminder on your phone or your calendar to get up and move, ideally every hour; realistically, it may be every two hours—but the important thing is, you move!

Practice Self-Care: Remember to prioritize your mental and emotional well-being. Take time for activities that bring you joy, whether it's reading a book, practicing mindfulness, or indulging in your favorite hobby.

By implementing these tips and utilizing the right tools, you can transform your work-from-home experience into a productive and fulfilling one. Here's to mastering the art of remote work and thriving in any environment!

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Outsourcing

Outsourcing: The Key to Success

Accountants, Accounting Firms, Bookkeeping, Business, Goals and Business Planning, Real Estate Agents, Sales and Marketing, Social Media, Strategic Thinking, Time Management, Virtual Assistant News, Working From Home
Outsourcing

Outsourcing: The Key to Success

virtual assistant

Think back to when you first set out to build your accounting business. Do you remember what your “wants” were? For most, whether building a small business or becoming an entrepreneur, the first need, or “want,” was to have a successful business that provided the income you needed without overtaking your life.  Working in the Corporate world was sucking your life away. Sure, you had an awesome career, maybe an excellent salary and title, but at what cost? You were missing out on the joy of life for long commutes and long hours. So you decided to take matters into your own hands.

Fast forward – six months? One year? Five years? Are you enjoying your business success and living that full and rich life, both professionally and personally? If you are, Congratulations! But I’d be willing to bet you are still overworked.  So how do you build that successful business and get everything you want? The key is outsourcing.

My Story

My story is very similar to many independent contractors. I was in the Corporate world, living the dream. I had an excellent, well-established career, a fantastic salary and benefits, and a commute from hell. But I loved my job. Then my company had a corporation-wide restructuring, and I found myself without a job. Trying to land another job in an unstable and volatile employment outlook proved futile and frustrating, so I stopped looking and decided to build my own business. My first thought was, “what do I want to be when I grow up.” After careful deliberation, I knew what would make me happiest would be helping others.   I thrived when I was employed as a secretary, an administrative assistant, and even an assistant manager. I was at my best in these positions because I was helping, I felt needed, and I knew I was making someone’s life a little bit easier.

So I did what makes sense to me, leveraged all my years of experience and skill set, and became a virtual assistant. Now I help accountants and CPAs like yourself with those annoying daily tasks, so you have the time to focus on growing that business you worked hard to build. This is the number one reason why virtual assistants exist and why we outsource our skills to you. Keep on reading to learn how outsourcing helps your business.

How Will Outsourcing Help My Business?

GROW 
Outsourcing can improve your efficiency, cut costs, speed up product creation, and give you time to focus on the important planning and directing that a business owner must do, aside from doing the actual tasks in the business.

BOOST RESOURCES 
Outsourcing adds key resources and skills to your arsenal. No need to learn how to manipulate Excel or take a coding class when you can hire someone to do it when you need it.

SAVE MONEY 
Outsourcing means you pay your independent contractor only when they are working on your tasks, and you do not pay for non-productive hours.

REMOVE BOTTLENECKS 
When you start to outsource tasks in your business, you’ll notice bottlenecks start to clear up, and tasks are being completed more efficiently. Because the truth is, in most small businesses, the bottleneck is the business owner.

FREE UP YOUR TIME 
As a business owner, you have a lot to do, but you don’t have to do it all. You started your business to offer your expertise and your point of difference, not spend your day on mundane and overwhelming tasks. By hiring a virtual assistant, you focus your talent on doing things that only you can do.

IMPROVE CUSTOMER CARE 
The truth is, someone else can probably do some things better than you. Because of that, if you outsource to the right people for the right things, you can improve your offers, thus improving your customer satisfaction dramatically.

How Do I Outsource Successfully?

Before you start the search, define what it is you want to have done. Being clear on the parameters of your project is half the battle. Here are seven tips to help you along:

  1. Know What You Want – Prepare a detailed job or project description highlighting the expected deliverables, timetable, and budget.
  2. Hire More Than One – Outsourcing based on the parts of a project, such as writing, editing, and formatting, may turn out a better product. And bonus, if one gets sick, the project doesn’t come to a halt or fall back on you.
  3. Know Your Budget –  This is a very important step. You need to know the range you are able to pay for the projects you’re trying to outsource.
  4. Do Your Research – Visit their website, check out their social media pages, read their reviews and testimonials. Remember the saying, “if it’s too good to be true, it probably is.” Always check up on anyone you plan to work with, especially if they will be associated with your business name. You would do this if you were hiring an employee, and you should do it anytime you plan to have someone work for your company, no matter the status.
  5. Respect Their Business – Chances are, your independent contract will not be exclusive to you as they are not your employee. How many active clients they have or how they produce your deliverables is not any of your concerns. Use a non-compete statement in your contract to protect your business and clients.
  6. Communicate Regularly and Quickly – A regular touch base is important, especially with long-term projects or retainer bases services such as office admin and management. When your virtual assistant has questions, try to respond back as quickly as possible with the answers.
  7. Pay on Time – This is probably the top three if not the number one complaint most virtual assistants and independent contractors have. If you promise to pay them a certain amount of money for their service, pay them according to your agreement. Don’t hire people if you don’t have the funds to pay at that moment.

Outsourcing is the biggest key to your freedom. Remember that many things you need to be done can be done by someone else. You really can hire experts remotely for a lot less than you think and increase the capabilities of your business fast.

Need a virtual assistant? Schedule a call with me personally! Let's talk about your business and how I can help you.

Not sure what you can outsource to a Virtual Assistant? Download my helpful checklist and discover all the tasks you shouldn't be doing!

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Pros and Cons of Working from Home with Pets

2 Comments / Business, Working From Home
Pros and Cons of Office Pets

Pros and Cons of Working From Home With Pets

virtual assistant

I am writing the outline for this week's blog with my cat, aka the C.E.O. sitting on my lap. She is pretty content, purring away and ensuring the correct distance between her and my keyboard. However, if I try to move beyond the bounds of that distance, she lets me know her displeasure with a quick paw stretch that usually involves the claws and my leg!!

This month we've had a few days dedicated to our pets - International Cat Day, Black Cat Appreciation Day, and National Dog Day. So many of us are working from home, trying to run our business in this new remote environment, and have become regular fixtures for our pets. So I wonder how many of us have changed our routines to accommodate our new office mates? With this in mind, I thought it would be fun to look at the pawsitive side of home office pets and the not-so-pleasant side.

The pros of home office pets: 

Health Benefits - Working from home can lead to a sense of isolation and bring on depression and feelings of loneliness; however, studies have shown that a quick cuddle with fluffy can help reduce those melancholy feelings. And I don't have to tell you that stress reduction equals better health. Studies show that pets reduce stress and anxiety, so it maSeparation Anxietykes sense that we are now more productive and focused when working from home.

No Separation Anxiety - Our furbabies get stressed when we're gone for long periods and may exhibit behavioral problems - the pillow just exploded! - to more severe withdrawal symptoms such as not eating or drinking water. However, with their humans working at home, our pet's separation anxiety is seemingly reduced, and our furbabies are happier than ever!

Ice Breaker – Picture it: you're on a Zoom call with your team, but no one wants to speak up. It's really not much different from the live team meetings you used to attend in the conference room physically, or is it? Then, suddenly your fierce feline jumps up on the desk and turns her attention to your face leaving her, umm, back asset facing the webcam. Pets are funny and can be a welcoming ice breaker.

pet distractions

 

The cons of working at home with pets:

Curiosity – This is the flip side of the ice breaker. Sometimes our furbabies' interest can go a little too far and become a significant disruption. It's hard to control something when we don't know when it will happen. How we react, however, is the key. I've stopped worrying so much about my cat's interruptions and just go with it. Most days, I can get her to settle in my lap with minimum distraction.

Pet boredom – You are home, so to your fluffy little furball, that means you're at their disposal - It's playtime! To help alleviate the boredom factor, set up play times with your pet throughout the day. In the morning, for example, before you start your work day, and again at the end. The important thing to remember is to have consistent interaction times. Consistent routines are very beneficial for pets and will help relieve anxiety disorders. Keeping to the same schedule as much as possible is good for them and you.

pay attention to me

Disruptions - When you work from home and have pets, disruptions will happen, The sudden and immediate need to go outside, a frantic barking session, or the chasing of a "ghost" mouse. Aside from locking yourself in a separate room away from your pets, there isn't much you can do to prevent these disruptions, which, as we know, usually happen at the most inopportune time.

 🐾🐾🐾 

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working from home (still)

Working From Home (still)

Helpful Tips, Working From Home
working from home (still)

Working From Home (still)

task virtual assistant

Last year I gave you tips for working at home, something many were not accustomed to and definitely not prepared for. It was a temporary situation, or so we thought, and we can accept short-term change. However, many are still working remotely, some started their own work-from-home business, and others, like Julia K. have been placed in a permanent remote location as many businesses have found the true benefits of virtual offices, but many of the employees don't share the same optimism.

I mentioned Julia because she wrote to our Ask the CEO earlier this month. After speaking with her, and giving her some tips, she agreed to let me use parts of our conversation to reach others out there who are struggling with remote life. Julia told me, in the beginning, it was a bit fun and relaxing. She loved being home with her kids and four dogs, and she felt like she was more productive without the distraction of the office. She soon realized that could not be farther from the truth.

She quickly set up her temporary home office in the kitchen, where she could also monitor her kids' online schooling. The problem with setting her office up in a central hub of her home opened her up to distractions. The kids would shout out questions to her from their computers, her husband would walk by and ask what was for lunch, or could she make a quick trip to town and pick something up, and her dogs were non-stop demanding of her attention. She told me that after six months of this, she started to lock herself in the bathroom, turn on the shower, and just cry. So why is she writing to me now, with most of the world opening back up?

Early June, her company sent out an email informing everyone they have decided to remain virtual; back to the bathroom for a good cry. Then she saw our newsletter, and asked our CEO, "How do I manage my family and work, and make them [family] understand that I'm not on vacation, I am working?" She is also struggling with her own time management. I recommended she read our 4-part Time Management series and download the workbook. I also gave her some suggestions to implement immediately and separate her professional at-home life from her personal life. These tips can be used by anyone whether you are a remote worker, entrepreneur, student, or homemaker, and I am very happy to share my five tips for those maneuvering the remote office jungle.

1. Don't set your office up in a central hub

Home offices should be separate from where all the personal activity takes place. If you place yourself in the center of it all, expect to be disturbed. Think of an office receptionist. The receptionist is located in a central spot, usually the very first point of contact. They are the resource center, the one where everyone goes with questions or other needs. If you require a quiet space, distraction-free, then choose a space, preferably with a door. If that is not possible, set up a privacy screen and let everyone know, when the screen is up you are not to be disturbed. I use these sliding panels, available on Amazon. We installed the track on the ceiling, and I just slide them all the way out when I'm working. They're also a great backdrop for Zoom meetings.

2. Post your office hours

I know many of you might have snickered at this, but when you were working outside the home you left at a designated time and arrived back home pretty much the same time every day. Why should your home office be any different? Posting up the hours acts as a visual reminder and will help keep the distractions to a minimum

3. Don't forget about you.

This past year has been a hectic year for many all over the world. People have been coping with all that life brings in many ways. One way is working on self-care practices. There are many reasons why introducing practices of self-care into your life can make a pivotal difference in your life. Making space for self-care in your life provides great benefits to physical and mental health. Some aspects of self-care are personally enriching and fun. It's important to remember that self-care is not selfish; it is vital to being a well healthy and balanced person. This lets you face whatever life throws at you without breaking your stride.

4. Run your house like the office, everyone has a job.

Set schedules, daily tasks, and downtime for everyone. Give the kids a job to do after school such as emptying the dishwasher, taking out the trash, or walking the dog. Schedule their homework and tasks and post the schedule in a prominent location. This not only helps them to build great time management skills early on but helps to keep them out of your space.

5. Keep an eye on the time

You have your space, you have your privacy, the family is respecting the boundaries and you're finally able to focus on your projects. Congratulations! The final step is to set up a way to track time to remind you when to break for lunch and to end the day. Don't laugh, and don't think this isn't a necessary step. As you have already figured out, working from home is a lot different than going to an office. It's really easy to lose track of time when you're running solo without any co-workers around. Continue the healthy work-life balance by sticking to a routine. Use reminders on your computer and/or cell phone. If you have an AI device such as Alexa or Google Home, set up a routine with the device and let it act as your "quittin' time" whistle.

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cybersecurity for kids

Cybersecurity For Kids

COVID-19, Cybersecurity, Helpful Tips, Online Security, Tech and Security, Working From Home
cybersecurity for kids

Cybersecurity For Kids

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Your children need protection from the lurkers and hackers in cyberspace. With more schools shifting to online learning, almost all kids now have access to the internet. Parents should be actively involved in teaching their children safe cybersecurity habits.

Most kids who access the internet are not careful enough when giving out personal information online. They don't realize the risks and dangers of having their confidential and personal information online. From viruses to hackers to identity thieves, these people are lurking in cyberspace, waiting for that opportunity. I can only stress the importance of cybersecurity for kids.

There are several ways to help teach your children the proper methods of accessing, behaving, and protecting themselves online. The most common areas your children go on the web are social network sites where they have online profiles, photos, and keep online journals. Explain the dangers of accepting online friend invites, especially if they don't know the person.

cybersecurity for kids

It's important to remember that you are not just adding that one person; you get the "friends of friends" spiral. When you add someone as a friend, their friends will also have viewing access, and, if the settings are not locked down, they will also be able to comment. Most of the time, your kids won't even know these people, and now, if they choose, these individuals can gain access to your kid's personal information. Use the privacy and/or parental controls on the social media apps your kid's access. Many are interactive and easy to set up.

Put their computer in a high-profile area, such as a kitchen, where one or more people are always there. Setting them up in the main traffic area allows you to monitor their browsing activities more easily or encourage them to ask questions. They can call your attention to their monitor if they want to ask questions or show you something. It also discourages them from visiting lewd and otherwise undesirable websites.

cybersecurity for kids

These websites are not only inappropriate but are also a breeding ground of malware, spyware, and virus applications that can destroy files, the computer, and even other devices on your network. It's best to be proactive and use controlling mechanisms like content blockers that prohibits them from accessing certain websites and a monitoring application, so you can review what sites they are visiting.

Talk to your children about what they can do online. Get them to engage in a healthy conversation about what they do online, and to let you know if anything seems off. Help them to develop good online habits to ensure their safety online. Teach them the pros and cons of social networking, online file sharing, and even software piracy and illegal downloads. Increasing their knowledge and understanding of the technology of computers and the internet and cybersecurity is arming them with the best protective gear.

cybersecurity for kids

Keep in mind that children are naturally curious. Their innocence, and their desire to be independent, can cause them to be careless. Ordinary safeguards are not enough when it comes to protecting your kids in cyberspace. You need to know what your kid's computer habits are so you can better protect them.

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Time Management Hacks Used By Successful People

Helpful Tips, Time Management, Working From Home

Time Management Hacks Used By Successful People

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When you think of a successful CEO, do you wonder how they make it look so easy? How did they get where they are? It almost seems a fantasy that someone can run a company, spend time with family, exercise every day, yet still manage to enjoy their hobbies as well, such as writing a book, or building a boat. You know the kind of person we’re talking about because there are loads of these successful people out there. Do you want to know how they do it? What is their secret formula?

Here are a few time-management hacks from some of the world’s most successful people:

Wake Up Early - Every Day

It’s nice to have some level of structure before a busy day. I don’t know about you, but if I’m rushed in the morning and leave out my morning ritual, my entire day can be off! You set the tone for your day! Waking up early gives you that "self" free time so you can get things done that are important to you. In this YouTube interview with Jocko Willink, former Navy Seal Commander, Casey Neistat explains why it's so important to wake up early every day and have a morning routine that you stick to.

Reduce the Number of Decisions You Have to Make

Steve Jobs wore the same outfit every day so that he didn’t have to mull over a bunch of wardrobe options every morning. Barack Obama limits his outfits to gray or blue suits. Nick Taranto used to only wear shoes without laces, so he didn’t have to tie them. Keep a diary of all your repetitive daily tasks; which ones require a decision or take a little time? Can you narrow the choices down, or eliminate altogether? You may think that trivial decisions only take seconds away from your time, but those are seconds you’ll never get back.

Make Task Lists that you Actually Do

How many loose papers with untouched to-do items have you accumulated over the years? First, stop calling it a “to-do” list. That gives your subconscious  the impression that someone is telling you what to do. I personally don’t like someone telling me what to do, I’d rather it be my idea! So, change it to your task list, or objectives, or goals, anything that motivates you. A friend of mine has a Daily Challenge list. She is quite competitive, joins almost every challenge she sees, and this works out wonderfully for her!

Next, set aside a few minutes at the beginning of your day, every day, to make a realistic list that you will knock out. Make that promise to yourself, and don’t break it.

Reinvent Meetings 

Take it from American businessman and billionaire, Mark Cuban: "The only way you're going to get me for a meeting is if you're writing me a check.” Plenty of successful people avoid meetings like the plague. Why? They are almost always a waste of time. Most things can be handled via email today, but if you really need to schedule a meeting, have a streamlined agenda and a time limit for the meeting – and stick to it!  Otherwise, migrate your meetings to an email chain or work chat platform like Slack.

Stop Wasting Time

This sounds like a no-brainer, but you’d be surprised at how much time is wasted unnecessarily. If you’re waiting in line, check off some of your task items, or when you’re driving, listen to a podcast or audiobook that will teach you something new to implement into your life. To put it simply, train your brain to always be productive.

Turn Your Tasks into Games

Get competitive with yourself. Instead of thinking, “Ugh, I have to get this done by noon,” say, “I bet I can get this done before noon!” If you want to ratchet it up a notch, try using a gamifying task list app such as Habitica.  Have fun with it!

The art of time management is an involved practice. It doesn’t come naturally to everyone, and it often comes with roadblocks that deter people from optimally using their time. Do you have any tried and true time management tips? Don't keep them to yourself! Use the comment section below and share your tidbits!

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Establish a Great Home Environment for Success

Coronavirus, COVID-19, Helpful Tips, Working From Home
A Mother's Arms
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People read about having a great work environment or an atmosphere at work for success. But if your environment at home is less than optimal, this can affect your work, no matter how great your work environment is.

If you often find yourself fighting with your spouse, or you are constantly yelling at your kids, you may want to refocus your energies and try to rectify what is going on. Your conditions at home are going to affect you in every other aspect of your life. This couldn't be truer today as COVID-19 (Coronavirus) has started a new norm with so many businesses having their employees work from home. This may require some outside assistance, but the first step is recognizing what problems are occurring and try to use that knowledge to come up with a better way.

For some people, there just is no better way. If two people were simply not meant to be, the right choice for them might be to go their separate ways. But even before doing that, it may be worth trying to save the relationship.

Another way to turn around a difficult home situation is to get more involved in what your family is doing. It could be that you’ve been working too many hours, and they are getting frustrated with not being able to see you. Remember, people can find new jobs. It’s really difficult to find new families.

If you have been one to skip vacations instead of work, you should stop doing that. Take your vacations. That’s why companies give them to people. They realize that vacations can be good for employees so you should not feel guilty about taking them yourself. There are sometimes valid reasons not to take a vacation due to a work situation. But it should be postponed, not cancelled entirely.

Consider taking up new hobbies and learning activities with your family. Perhaps you can start hiking to learn more about the area you live in. If you have never taken your family camping, now could be a great time to do so. These kinds of activities can be a great way to reconnect and mend up any tense home situations. Bonus points if you unplug during the camping trip, or any other family activity you choose to do.

Having a happy home environment is going to do wonders for your work. You will burn out less because you have the support of your family, and you will see your productivity soar! It will make you want to be home on weekends and after work. It will reflect well on all of your family members as well.

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