Below is a sample Staff Workflow.
To not feel overwhelmed and overworked, it’s good to plan your day. This is just a suggestion.
This is based on a fully scheduled in-office workday.
Day in the Life — Staff Workflow Guide
9:30 am – 5:00 pm · Standard Workday Reference
Time management principles
Theme your blocks — batch similar tasks so your brain stays in one mode longer.
Use Daxko first thing — data entry is clearest when the morning is fresh.
Protect deep work windows — silence notifications during project focus blocks.
End each block with a 2-min log — note what moved forward so progress feels visible.
WFH days are for focus, not avoidance — use them for deep work, not just comfort.
Carry-over items go on tomorrow's list before you shut down — never into your head.
9:30 am
Morning anchor
Start-up & Daxko engagement
Log into Daxko, review member check-ins, flag attendance gaps, and update engagement records from the prior day. Review your task list and set 3 priorities for today. Scan your calendar for any conflicts.
Daxko
Priority setting
🏠 WFH-friendly
Ideal WFH task — Daxko data entry requires focus with no walk-up interruptions. Use home time to do a thorough review of member records and flag follow-ups.
10:00 am
Communications block
Email triage & follow-up
Process inbox — respond to anything under 2 minutes immediately. Flag items needing research or a call. Send any pending follow-up emails from prior week. Do not let email bleed past 10:45 — use a timer.
Email
Follow-up
🏠 WFH-friendly
Drafting detailed responses and composing partner communications are best done at home — fewer interruptions support clearer writing.
10:45 am
Outreach window
Follow-up calls & scheduling
Return calls, confirm appointments, conduct check-in calls with participants or partners. Keep calls to 10–15 minutes unless a deeper conversation is warranted. Log outcomes in Daxko or notes immediately after each call.
Calls
Daxko log
11:30 am
Deep work — block 1
Project implementation
Focused time on active program deliverables — grant documentation, session prep, curriculum updates, event planning, or partner coordination. Silence notifications. Output should be tangible: a draft completed, a tracker updated, a plan finalized.
Project work
🏠 WFH-friendly
Deep project work is the highest-value WFH activity. No drop-in conversations, fewer context switches. Protect this block fiercely on WFH days.
12:30 pm
Midday reset
Lunch + intentional break
Step away from screens. A real break — not a working lunch. Physical movement, even a 10-minute walk, improves afternoon focus and decision quality. Aim for 30–45 minutes fully away from tasks.
Both settings
1:15 pm
Afternoon anchor
Daxko updates + data integrity
Record morning session attendance, SDoH data, referrals made, and any new member entries. Review KPI tracking fields. Confirm that morning call outcomes are logged. Data should never be more than one day behind.
Daxko
KPI tracking
🏠 WFH-friendly
Afternoon data reconciliation is excellent WFH work — cross-referencing records and updating trackers requires sustained attention without being pulled away mid-entry.
2:00 pm
Collaboration window
Meetings, sessions & in-person work
Best window for internal check-ins, team meetings, participant sessions, partner meetings, and site visits. Keep this block for work that requires presence — either physical or virtual. Avoid scheduling calls outside this window unless urgent.
Meetings
In-person
In-office is preferred for team meetings, participant engagement, and partner visits. Virtual meetings can occur from home but participant-facing sessions should be in-person when possible.
3:30 pm
Deep work — block 2
Project continuation & grant compliance tasks
Return to implementation work — grant reporting, program documentation, resource development, or curriculum tasks. Review what was set as today's top 3 priorities and ensure progress is visible on each. Finish or stage clearly before close-out.
Project work
Drafting
🏠 WFH-friendly
Use WFH afternoons for writing-heavy tasks: reports, summaries, curriculum content, or correspondence that demands longer cognitive stretches without interruption.
4:30 pm
End-of-day communications
Email sweep & next-day setup
Final email check — respond to anything time-sensitive. Flag items for tomorrow. Review Daxko to confirm all records are up to date. Write tomorrow's top 3 priorities. Do a clean close: nothing in draft, nothing logged halfway.
Email
Daxko close
Planning
4:50 pm
Shutdown ritual
2-minute daily log & close
Write 2–3 sentences on what moved forward today. Note any blockers. Confirm tomorrow's schedule. Physically close tabs and systems. A consistent shutdown ritual signals completion — it reduces the "I didn't get anything done" feeling even on busy days.
Both settings
At home, without a physical office departure, this shutdown ritual is especially important. It creates a clear mental boundary between work time and personal time.
Daxko / Data
Email / Communications
Calls / Meetings
Project / Deep Work
Afternoon Anchor
Close-out
WFH recommended