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    Keeping Track Of Sanctuary Tasks Part 1: Tasks That Occur Monthly Or Less Frequently

    desk with laptop, planner, cell phone, and pen
    Photo: Jessica Lewis on Unsplash

    Resource Acknowledgement
    The following resource was written for The Open Sanctuary Project by guest contributor Jill Tedeschi of Healthy Herd Consulting.

    It may seem that caring for farmed animals is a never-ending list of routine tasks. In a perfect world, you would get everything on your to-do list done with ease, but, as we know, sanctuary life is anything but predictable. Because there are so many moving parts and one day never looks the same as the next, it’s imperative to have a system in place to keep track of these time-sensitive tasks, ascertain that they are completed by their deadlines, and reassign them if needed.

    This resource will cover the basics of creating a centralized checklist and calendar of general tasks necessary when operating a farmed animal sanctuary caring for chickens, turkeys, ducks, geese, pigs, sheep, goats, cows, llamas, alpacas, donkeys, and horses. This resource will outline and discuss only tasks that happen monthly or less frequently. Tracking, scheduling, and communicating more frequent tasks is addressed in the follow-up to this resource, which can be found here

    Step 1: Plan

    person at desk thinking
    Photo: Jacob Lund

    Before assigning tasks to an annual calendar or checklist, having a centralized record of all tasks is helpful. This centralized record ensures the knowledge does not exist in just one person’s brain in case of emergency, change, or limited staffing. Read more about the value of cross-training staff at your animal sanctuary here.

    Who Should Create The Centralized Record Of Tasks?

    Unless your sanctuary is a one-person operation, it’s a good idea to have multiple minds collaborate to create a centralized record of tasks; the extra sets of eyes help fill in any gaps or oversights and provide additional perspective. The larger your organization is, the more moving parts it has, and the more important it may be to have multiple people brainstorming together.

    Location Of The Centralized Record

    How you wish to create and store the centralized record is up to you, but keeping it electronically in a format that can be easily accessed, updated, and changed is most beneficial. If brainstorming on pen and paper works best, you may then choose to type the list into a word processing program and save it in a permanent digital location.

    Updating The Centralized Record & Keeping Older Versions

    Because this centralized record of tasks may change and evolve as your organization and the sanctuary’s resident population grows, the first centralized record will likely look very different from a version that exists a few years from now. It’s helpful to keep old versions of the centralized record intact and edit a copy of it instead. That way, you can reference an old version rather than relying on human memory when asking yourself, “How often did we do X when we cared for [individual’s name/species]?” Keeping the copies labeled with the edited date will make it easier to stay organized and reference them later.

    How Will You Communicate The Information On The Centralized Record?

    Once the centralized record is compiled, you will need to display and communicate the information to the appropriate people. We’ll discuss a few options, including paper calendars and checklists, whiteboards, electronic calendars, and project management software, later in the Step 3: Communicate section of this resource. There is no one correct way to share the information – it all depends on your organization and personnel. 

    Start by thinking about who needs to see this information and take action. Placement is key. Where do they routinely go at the sanctuary? It’s not ideal if the person or people responsible for an action item don’t spend much time in the area where the calendar or checklist is posted. If you do not provide access to a shared computer or cell phone, and if people currently do not routinely check or use those electronics, it may take longer for electronic calendars or project management software to be effective too.

    Planning For Postponement
    As important as it is to assign and communicate necessary tasks, it’s equally important to plan for what happens when those items don’t get completed as scheduled. Consider the following:

    – What impact would postponement of the task have on the residents, staff, or general operations?

    – Does incompletion cause a chain reaction, postponing other tasks?

    – If it becomes clear that upcoming calendar tasks are unlikely to be completed due to the current situation, who will reassess the calendar and reschedule tasks based on their priority?

    – Who will reassign tasks that are not completed on time?

    Step 2: Create

    a person writes on a large sheet of paper with notebook and mug in background
    Photo: Photo by Green Chameleon on Unsplash

    It’s beneficial to break down the centralized record into smaller, digestible sections for your brain to process rather than starting with a blinking cursor on a stark white, empty document or spreadsheet. For this resource, we’ll break down the tasks into five major categories: resident healthcare tasks, resident living space tasks, safety tasks, supply management tasks, and property and vehicle management tasks. Within each section, there is a subsection for season-specific tasks.

    Depending on your organization, you may also want to add additional sections for administrative, financial, and human resources tasks. For this resource, we will not be including these sections, but stay tuned for a future resource on the topic!

    Below is a starter task list for those who care for chickens, turkeys, ducks, geese, pigs, sheep, goats, cows, llamas, alpacas, donkeys, or horses. Leave what works, omit what doesn’t apply, and add anything specific to your location, sanctuary site, or individual residents. Bullet points apply to all species unless specifically noted otherwise.

    Resident Healthcare Tasks

    • Routine physical health checks that can be conducted onsite by sanctuary caregivers
    • Hoof or nail trims that can be conducted onsite by sanctuary caregivers
    • Tusk trims for male pigs who require them
    • Spur trims for rooster residents
    • Equine dental examination and floats, including any routine dental x-rays
    • Farrier visits for all residents whose feet require professional trimming
    • Routine diagnostic screenings
      • Bloodwork, if applicable
      • Disease screenings, if applicable
      • Routine fecal exams/egg counts, if part of your deworming plan designed in conjunction with your veterinarian
      • FAMACHA scoring for sheep, goats, llamas, and alpacas, if recommended by your veterinarian
      • Weights for all residents whom you can safely and accurately weigh
    • Routine health treatments
      • Vaccinations, as determined in conjunction with your veterinarian
        • Do you need to order the vaccines and supplies prior to the date you plan to vaccinate or have your veterinarian vaccinate? Be sure both dates are planned out and take into consideration any unexpected shipping or supply-chain delays.
      • Deworming, as determined in conjunction with your veterinarian
        • Are you responsible for ordering the dewormer before the date you plan to administer them? Add both “order _____” and “administer _____” to the calendar or checklist.
      • Supplements, as determined in conjunction with your veterinarian (e.g., routine copper boluses for goats who live with sheep and do not have access to copper in their minerals or forage)
        • Do you need to order the supplements prior to the date you plan to administer them? Be sure to add both “order _____” and “administer _____” to the calendar or checklist.
    • Upcoming vet appointments
      • Routine scheduled exams
      • Follow-up appointments
    • Season-Specific
      • Shearing for woolen sheep, llamas, and alpacas
        • How far in advance does your shearer need notice to fit you into their schedule?
        • Do you need to schedule one or two shearing sessions?
      • Application or placement of fly deterrents, as determined in conjunction with your veterinarian, if it happens monthly or less frequently

    Resident Living Space Tasks

    • Scheduled deep cleaning of the living spaces
      • How frequently does each living space need a deep cleaning? 
      • What does deep cleaning entail? Break the task down into granular pieces.
      • Can you clean things more thoroughly in some seasons than others due to sunshine or more pleasant temperatures?
      • Does the cleaning need to happen all in one day, or can you break it up into more digestible pieces and assign specific tasks on different days? 
      • Note: routine living space cleaning is not included on this resource since it occurs more frequently than on a monthly basis.
    • Addressing resident flooring
      • Think about the substrate each group of residents walks on. Do you need to schedule routine inspection or compaction of divots in dirt flooring, adding additional sand, deep cleaning and sterilizing of rubber mats, washing of fabric beds, etc.? What time(s) of year is best to do so?
    • Routine inspection of all fence lines to ensure their strength, soundness, and safety
      • Note: The more frequent fence line checks that are needed after inclement weather and storms will be included in the upcoming more-frequent tasks resource.
    • Season-Specific
      • Preparing living spaces for cold weather, if applicable
        • Does your environment experience winter, and if so, what is needed to prepare the living space before then? Do you need to seal up any gaps to prevent drafts or install wind protection (such as thick plastic strip curtains)? Be sure to think about each resident’s living space individually to determine what is needed.
        • If windows or slider doors have remained open during warm weather but will need to be closed when temperatures drop, make sure these are in good working order.
        • Do you need to install any heating systems or start using ones that are installed but have not been in use since last season? Be sure to clean and inspect all heating devices, test them out before you need to use them, and keep fire safety in mind.* 
        • Do you need to install or turn on any water heating devices to prevent resident drinking water from freezing? Be sure to inspect these before use.
        • Do you need to hang desiccants to lower humidity in any living spaces?
        • When do you need to reverse or remove any additional cold-weather accommodations?
      • Prepare living spaces for warm weather, if applicable
        • Are there any fans that are installed but were not in use during cooler weather that will be turned on for the first time once the warmer weather arrives? Be sure they’re free of dust and are in safe, working order before you need to rely on them or keep them on overnight, unsupervised.*
        • Are there certain areas that need additional airflow in the warmer months? Be sure to schedule the cleaning, installation, and removal of seasonal-use fans.
        • Do you use other cooling systems such as swamp coolers, air conditioners, or water misters that need to be installed before the warm weather hits? If these require deep cleaning or other maintenance, be sure to add this to the calendar too.*
        • If windows or slider doors have remained shut but will need to be opened during warm weather, make sure these are in good working order.
        • Do you use seasonal water tubs to provide additional drinking water to your residents during warm weather? Be sure to inspect these before you plan to set them up in case any have cracked over the winter. 
        • Do you use pools or tubs to provide water for residents to swim, bathe, or cool off in during warm weather? Be sure to add their setup to the calendar.
        • When do you need to reverse or remove any additional warm-weather accommodations?
      • Pasture & browse management, if applicable
        • What pasture or browse plants does each species and group have access to?
        • What types of prep and maintenance need to occur in each of these areas? This may include scheduled rest of the pastures, overseeding, routine mowing or brush-hogging, application of resident-safe fertilizer, pruning/protection/removal of specific trees, planting of browse, and more. Be sure to go through each resident outdoor area and consider what each one will need throughout the year.
      • Checking water features, including mud wallows and ponds
        • How many water features are onsite?
        • Do any need reshaping, dredging, or other maintenance?
        • How frequently are man-made ponds emptied, cleaned, and refilled? Add it to the centralized record if appropriate.

    * Note: This does not include the more frequent inspection and cleaning of heating and cooling systems, as this occurs more frequently than monthly.

    Safety Tasks

    • Check that emergency vehicles are stocked with appropriate supplies
      • During an emergency transport or rescue, what supplies are routinely needed? This may include supplies such as halters, nets, carriers, food, water jugs, bowls, hay, and custody and photo release forms.
      • When was the last time any perishable supplies were changed out? Do you have a way of tracking when they were last refreshed and when they’ll be due to be changed out next?
      • When was the last time the list of necessary supplies was updated? Has your resident population changed in any way since then? How frequently should the supply list be updated?
    • Assessment of tree safety
      • So much can change in a year! Are there any trees that were once safe that now have dangerously low or rotted branches? Do you need to schedule removal or pruning with an arborist? 
      • Are there any new trees that have sprouted in enclosures where they shouldn’t be? E.g., young pear trees have sprouted all over a potbelly pig pasture, and they need to be removed before the pigs gorge themselves on pears or the fallen fruit attracts bees.
    • Fire extinguisher charging and inspection
    • Reviewal of fire plan and evacuation training
      • How frequently does your organization review its fire and evacuation plans? 
      • How frequently and when should you schedule evacuation drills?
    • Season-Specific
      • Checking snow removal tools & snow/ice safety for those with winters
        • What tools are needed to safely remove snow and ice on the property? 
        • What types of ice melt or grip do you use? How will you know if you have enough of each substrate-appropriate method?
        • Are the snow removal tools in good repair? Are there enough of them?
        • Do you need to place snow removal tools and ice treatment stations closer to any of the resident habitats?
        • Are the vehicles equipped with windshield ice scrapers?
      • Preparation for fire season, if applicable
        • If you’re in a location that has a fire-prone season, what needs to happen before fire season arrives to ensure the site and humans are prepared?
        • Has the fire marshall visited recently? How frequently is this visit scheduled?
        • Are all buildings clearly labeled?
        • What needs to be scheduled to prepare your defensible space?
        • Would additional fire drills be appropriate to ensure folks are prepared?

    Supply Management

    • Ordering bedding, if done monthly or less frequently
      • What styles of bedding do the residents require? Is there a benefit to buying in bulk? 
      • Do you need to wait until the bedding is locally harvested? If so, what time of year does that happen, and how can you ensure that you order enough to comfortably last the entire calendar year? 
      • Do you need to prep the location the bedding is stored prior to the order? For example, do you need to rotate the dregs of last year’s straw supply, so it’s used before this year’s crop? When is the last time the bags of shavings have been rotated? If applicable, be sure to also add prep to your calendar before the new supply arrives.
    • Ordering hay, if done monthly or less frequently
      • What types of hay do the residents require? 
      • Do you need to visit the suppliers to take core samples for testing beforehand? 
      • Can you buy all types of required hay year-round, or do you need to bulk order for the upcoming year after this season’s harvest? If you purchase year-round, how often should you schedule that? If you bulk buy, when do the suppliers typically bale?
      • Do you need to prep the location where the hay will be stored before the order(s) arrives?
    • Ordering pelleted and bagged food, if done monthly or less frequently
      • What types of pelleted and bagged food do the residents typically require? Who is responsible for taking food inventory and placing orders?
      • What stores or suppliers do you purchase from? How frequently do you need to purchase from each store or supplier?
    • Inspecting cleaning tools and reordering if needed
      • Be sure to inspect that all cleaning tools are safe for humans to use. How many rakes are missing tines? Is the wood starting to splinter dangerously? Order any replacements needed.
      • If your organization or volunteer base has recently grown, would it be beneficial to evaluate and potentially order more tools to have on hand?
    • Inspecting general supplies and reordering if needed
      • Examine your inventory of halters, lead ropes, pig rope snares, bird leg bands, pig sorting boards, etc., pending your current population. Order replacements for any damaged or missing items.
    • Medical supply inventory & ordering, if done monthly or less frequently
      • How frequently do you need to take inventory of medical supplies to ensure you have ample quantities and that the supplies are not expired? Perhaps you do a light inventory monthly and an expiration-date inventory every 6 months? 
    • Season-Specific
      • Wash resident coats/blankets and ensure all who likely need them have one that fits prior to cold temperatures arriving
        • Do you send your resident coats/blankets out for washing, repair, and re-waterproofing? If so, when does that happen? 
        • Does everyone who needs a coat/blanket have one? Be sure to measure and order well in advance of colder temps in case of shipping or supply chain delays.
        • Can everyone who wore a coat or blanket last year and may need one this year use last year’s, or does it no longer fit? Be sure to never assume, even if the resident hasn’t appeared to grow, gain weight, or lose weight to your eye. Looks may be deceiving!
      • Consider some of the health issues that tend to be seasonal concerns (for example, frostbite, overheating, parasites, or foot rot) and make sure you have necessary supplies to respond to these issues before the season starts, in consultation with your veterinarian

    Property And Vehicle Management

    • Routine maintenance of any heat or cooling systems in buildings
    • Routine maintenance of washing machines and dryers, pending how heavily they are used
      • If your best efforts to keep debris out of the washer and dryer fail, routine maintenance is key to the machines’ longevity and dryer fire safety.
    • Well and water maintenance and testing, if applicable
      • Do you have a well? How frequently does it need to be tested for safety?
      • Do you treat any water onsite? How frequently does the system need maintenance or supplies added to the treatment?
      • Do you supply the water to any humans onsite? Are there any testing specifics that need to be scheduled for legal and safety reasons? 
    • Septic system inspection and pumping, if applicable
    • Compost turning and maintenance, if applicable
      • How do you care for the compost onsite? How frequently does the compost pile need attention, and in what way? Think turning, spreading, adding additional wet/dry materials, etc.
    • Tractor, ATV, truck, or vehicle scheduled maintenance
      • What vehicles do you have onsite, and how frequently does each need routine maintenance (e.g., oil changes, etc.)?
    • Season-Specific
      • Outdoor hoses, water spigots, and water lines, for those with winters
        • Do you need to disconnect and drain all outdoor hoses on the property prior to freezing temperatures?
        • Do you need to clear out a location for off-season hoses to be stored until the following Spring?
        • Do you need to insulate or otherwise protect water spigots to prevent them from freezing over the winter?
        • Are there any uninsulated water lines that need to be shut down and drained before freezing temperatures arrive?
      • Lawn/grounds care
        • Aside from resident outdoor areas, is there anything less-frequent-than-monthly that needs to happen with the sanctuary grounds? Any landscaping, planting, pruning, leaf removal, fallen fruit removal, or other tasks?
        • Do you need to hire someone to do land grading, or do you need to clear out drainage systems to ensure they work properly before the rainy season arrives?
      • Tractor, ATV, truck, or vehicle seasonal maintenance
        • Does any additional seasonal maintenance need to occur with each vehicle? E.g., snow tires on trucks or chains on tractors during the freezing season.

    Step 3: Communicate

    calendar, phone, and pen
    Photo: Nataliya Vaitkevich

    Now that we have compiled all of the tasks on a centralized record with how frequently they need to occur, it’s time to display and communicate that information on a calendar and/or checklist. As mentioned in Step 1: Plan, there is no one-size-fits-all approach. This section will discuss four of the most popular methods: paper calendars and checklists, electronic calendars, whiteboards, and project management software. 

    Paper Calendars And Checklists

    In a time when new project management programs and apps seem to debut monthly and claim to be the solution to keeping your team organized and efficient, many folks still swear by paper calendars and checklists. Paper calendars and checklists can be faster to set up than their digital counterparts, and the people writing are more likely to remember what they’ve written than when they type it into an electronic system. With a paper calendar, you can schedule the entire centralized record in one sitting. 

    Paper calendars and checklists can be easily stylized for emphasis. For example, you may choose to write in a larger font and circle/asterisk the most pressing tasks or appointments to catch folks’ eyes.

    We have reports from a few teams who find success utilizing “desk pad” monthly paper calendars, approximately 17”x22”.  Many in this style provide ample space to write under each day and have a separate section for general notes and tasks to be completed. These calendars may either be hung or placed on a common surface. 

    Honorable paper mention: Bullet Journal® system 
    If your calendar or checklist only needs to be viewed by yourself, and you prefer analog methods to digital, you may want to consider the Bullet Journal® system (BuJo for short). The Bullet Journal® system is a method that self-describes itself as helping you “track the past, organize the present, and plan for the future.” All that is required is a notebook and pen, although a quick online search may leave you feeling overwhelmed by the added elements and visuals some folks choose to add to their BuJo. A brief overview of how to Bullet Journal is explained in this introductory video by its designer Ryder Carroll. 

    Limitations Of Paper Calendars And Checklists

    Unless you create and order a custom calendar, paper calendars have their display limitations. They may not be the correct size you desire, they may not have all the sections you’re looking for, and they may have superfluous sections that clutter the page and distract the eye. If you find yourself postponing tasks and your calendar is already quite full, it may be an eyesore and confusing to have line items crossed out and rewritten. Of course, using a paper product itself is a limitation. Paper can be ripped, spilled on, accidentally thrown out, or even misplaced. Since there is only one paper calendar, it needs to be centrally located so that all who need access to it can easily do so.

    Whiteboards And Laminated Sheets

    Similar to paper calendars and checklists, whiteboards and laminated sheets have the benefit of being visual. Be sure to check out Utilizing Whiteboards for Communication at your Animal Sanctuary to learn more in-depth about their advantages, disadvantages, and common pitfalls. When we examine utilizing whiteboards and laminated sheets specifically for calendar and checklist use, a few benefits and hazards ring especially true.

    Whiteboards and laminated checklists are accessible, easily editable, and can have eye-catching designs. These methods of communication are collaborative – anyone with a dry-erase marker can add to the calendar or checklist. When the whiteboard or laminated sheet is large enough and placed in a centrally located area, it may catch people’s attention more so than a paper calendar or an out-of-sight electronic option.

    Limitations Of White Boards And Laminated Sheets

    Unlike a paper calendar, you cannot set up your whiteboard calendar or laminated sheet of tasks for the year in one sitting. Even the largest whiteboards can usually only accommodate one month of information at a time. Someone must be responsible for routinely updating and adding to it. Whiteboards and laminated sheets are also, by nature, impermanent. The writing can be accidentally rubbed off, or reusable magnets may fall off.  For an example of a monthly whiteboard that utilizes both writing and magnets to communicate tasks, see Example 6: Monthly Snapshot.

    Electronic Calendars

    If access-from-anywhere and easy collaboration are your top priorities, electronic calendars may be the right fit. Much like the paper calendar, you can set up an electronic calendar from your centralized record in one sitting. Electronic calendars allow you to invite collaborators so that any person you choose can view it simultaneously and instantaneously on their computer, tablet, or phone. Many electronic calendars, such as Outlook, Google Calendar, and Apple’s iCal, allow you to set alarms to pop up to ensure tasks and appointments don’t fall off your radar. Referencing past events, tasks, and appointments is also especially easy with electronic calendars – all you need to do is scroll backward. 

    Limitations Of Electronic Calendars

    In order for electronic calendars to be effective, the people who need to view them must be trained to navigate the software. They also need electronic devices and the Internet to use them. Pending how your organization operates, these might be available, or they might not be.

    Similar to whiteboards and laminated checklists, electronic calendars do not leave a paper trail should items be postponed or accidentally or intentionally deleted. If referencing the original date an event or task was assigned is important, electronic calendars might not be the best option.

    Human error when typing into electronic calendars may be higher as well. For example, you may try to schedule a reminder to call the shearer to schedule their spring visit on 02/01/20XX, but you accidentally type in 12/01/20XX, miss the reminder, and have the scramble when you realize much later that the shearer hasn’t been booked. It may also be tempting to “snooze” or “mark as complete,” a reminder that pops up on an electronic calendar before the task is done just to get the notification box off of the screen.

    Project Management Software

    Finally, there is an abundance of project management software out there, ranging from free to expensive. Project management software may be a good fit depending on your organization’s budget and what you feel would work best for the people who need access to the calendar and checklist. 

    One benefit to project management software is that it typically allows you to input additional information within an assigned task. For example, if your calendar item was “Submit routine fecals on the goat herd,” you could also attach the form the samples need to go with, instructions for fecal collection, and directions to the clinic or lab. Many of the software options include integration directly into other programs you may use, such as Google Drive, Google Calendar, Slack, Outlook, Microsoft Office, Dropbox, and more. Forbes provides a handy guide to some of the most popular project management software available, most with free options. Anecdotally, I have had success with using ClickUp’s single-user, free-for-life version for sanctuary tasks that were my sole responsibility.

    Limitations Of Project Management Software

    Project management software may have a steeper learning curve than other options. All users must be trained in how to use the software. Additionally, although many programs are customizable, you may be hard-pressed to find one that fits your every need. Similar to the electronic calendar option, project management software requires an internet connection, access to electronic devices, and a willingness to learn and use something new. Unlike paper and whiteboard calendars, people will not see the information unless logged on. 

    Step 4: Re-Evaluate And Edit

    post it that reads, "Your feedback matters!" pinned to corkboard
    Photo: Sean824

    After implementing your new task communication system, check back in with all users about how it’s going. It is only through honest feedback that we can create systems that work for everyone. Try your best not to be discouraged, and take what you’ve learned to try something else! Even the smoothest of systems have room for streamlining and improvement.

    Common Pitfalls

    While creating calendars and checklists for tasks, be mindful to avoid the following common pitfalls:

    • Task overload during busier seasons
      Each organization has more hectic times of the year than others. Whether it be planned events, extreme weather seasons, or holidays, be mindful that you’re not overloading the calendar with tasks when people will be stretched thin. Overloading the calendar can lead to excessive task postponement and the potential for items to fall through the cracks.
    • Overcomplicating the system or choosing a system that’s inconvenient
      As mentioned in Step 3: Communicate, the chosen system or hybrid systems need to work for the people involved. Although higher tech options may seem attractive and professional, it’s most important that the calendar and checklist items are completed. Clear, streamlined information that is shared in a convenient manner is most important.
    • Lack of task follow-through
      Posting a task or appointment on a calendar or checklist does not ensure its completion. How will you ensure that the task at hand is completed thoroughly and accurately? What accountability is there to ensure folks are not crossing things out or marking them as done if they are not? If circumstances change and a schedule that originally seemed feasible is clearly no longer reasonable, who will reassess things and make adjustments so that the workload is manageable and priority tasks are being completed?

    Hopefully this resource has provided you with some useful tools and tips for creating your own annual calendar and communication system. Although it takes time to create and set up on the front end, we think you’ll find that it was time well spent. Sanctuary life can be unpredictable, but when we take tasks we know need to be completed and effectively communicate when they need to be done, it can make things run much more smoothly!


    Why The Paper Versus Digital Calendar Divide Might Disappear | Psychology Today

    Why I Started A Bullet Journal – And So Should You | Financial Times

    How to Bullet Journal | Bullet Journal

    Best Project Management Software of 2022 | Forbes

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