Get Organized At Work

Transcription

1 Get Organized At Work 2010 Simplicated, LLC All trademarks and registrations are the property of Simplicated LLC and may not be used or reproduced without specific written authorization.

2 Creating a Productive Environment in the Digital Age 2010 Simplicated, LLC All trademarks and registrations are the property of Simplicated LLC and may not be used or reproduced without specific written authorization.

3 What is A Productive Environment? 2010 Simplicated, LLC All trademarks and registrations are the property of Simplicated LLC and may not be used or reproduced without specific written authorization.

4 A Productive Environment An intentional setting in which everything around you supports your ability to accomplish your work and enjoy your life!

5 A Productive Environment Professionals spend 50% of their day looking for information. * 25% indicate the volume of causes them to fall behind in work. * 93% of business professionals rate their work space as "cluttered" to some degree Greening Your Small Business Jennifer Kaplan

6 The Challenge: Information Overload The Professional s Day 25% Filing 25% Other Meeting 25%

7 What Causes Information Overload? Get Control of ! BlackBerry Get Control of Paper & Digital Info Process Information Channels Receive Send YOU File Find Stored Information Delete Get Control of Meetings Get Control of The Shared Drive

8 Why Create A Productive Environment? To complete a task you need to be able to concentrate. To concentrate you need to minimize distractions. Clutter is distracting.

9 Deschutes County Observations: Source: Client Data, Pre-Training Info-Excellence Survey

10 The State of the Office Increased Information Increased Workload Decreased Workforce Highly Transitional Workforce Highly Mobile Workforce Decreased Space 24/7 Expectations Ever-changing legal guidelines

11 You cant change what you don t measure

12 The Productive Environment Scorecard 1. What seems to be talking the loudest? 2. What is the 1 thing?

13 When you leave today?

14 Objective Provide insights, tools and practices which enable you to become more productive (organized) at Work

15 Agenda 1. Preview some basic principals to creating a productive environment. 2. Look at a simple process to facilitate managing paper, tasks and to-do s 3. Review The Essential 7 4. Touch on Tasks & Priority Management 5. Management & The Vault 6. Next Steps and Resources

16 Productivity Principal Your ability to accomplish anything is related to your ability to find what you need when you need it.

17 A Productive Environment Includes 1. Organization in physical space. 2. Organization of time. 3. Organization of information. 4. Organization of physical stuff.

18 Productivity Principal Clutter is Postponed Decisions

19 Systems Save Because Clutter Is Postponed Decisions You Space/Stress Time Energy Money

20 Productivity is an Art 1. Does it work? 2. Do you like it? 3. Does it work for Others? 4. Can you recover quickly?

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24 The Productive Environment Process 1. State Your Vision 2. Identify Your Obstacles 3. Recognize Your Resources 4. Develop Your System 5. Maintain Your Success

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27 Productivity Principal Today s Mail Is Tomorrow s Pile

28 Three decisions

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30 Include Tools such as the Essential 7 1. In-Out-To File (Scan) Trays 2. Trash/Recycle/Shred 3. Calendar/Task Management System 4. Contact Management System 5. Action System 6. Reference System 7. Desktop Search Solution

31 The Essential 7 1. Desktop Trays: In-Out-Scan-File

32 The Essential 7 2. Trash/Recycle/Shred

33 The Essential 7 3. Calendar/Task Management

34 The Essential 7 4. Contact Management/Database

35 The Essential 7 5. Action/Project Files

36 Action Files Date Numeric Subject or Task

37 No Tech

38 The Essential 7 6. Reference Files/ Archive Files

39 Web 2.0 The Cloud Facebook Twitter Blogs

40 The Essential 7 Easy Reach Copernic Google Desktop Understand the search functions X1 you already have!! Xobni

41 Productivity Principals If you can t find what you need when you need Three it; it is really of no value to you. decisions Clutter is Postponed Decisions Today s Mail is Tomorrows Pile

42 Filing Challenges?

43 Filing Challenges 1. Concerned they will forget to follow-up on an action. 2. Fear not being able to locate the file 3. Unsure how to set up a system to manage files

44 Centrally Understood Filing Reduce Costs Minimize Stress Improve Decision Making What would happen Improve Productivity if did Decrease Liability not show up for work?

45 Alpha or Numeric?

46 Create a Finding System Numerical Least labor intensive Most reliable Simply locate an empty container

47 The COTA System 1. Clients 2. Output 3. Teams 4. Admin

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49 Global Volume/Day 60 billion 200 billion spam Compounding at 16% 25,000/annually The Business Professional: 4.0 hours searching for information Interrupted every 10 minutes Inbox contains 3000 messages

50 Changing A Culture 53 % lack a policy to govern retention & deletion. 67% allow individual end users to determine how long messages are kept by the company. 66% lack archiving technology required to manage retention, litigation holds and e-discovery

51 Adds Up Annual Time Saved By 20% Reduction A. Annual sent Estimated s sent each work day 45 Multiply by 240 work days a year x 240 days Annual sent A. 10,800 B. Annual received Estimated s received each day 65 Multiply by 240 work days a year x 240 days Annual received B. 15,600 C. Annual days spent processing Add A. + B. 26,400 X 2 minutes per x 2 minutes Annual minutes spent on 52,800 Convert to hours by dividing by 60 minutes /60 minutes Annual hours spent processing 880 Divided by 8 work hours a day /8 hours Annual days spent processing C. 110 D. Days saved by 20% reduction C. X 20% C. x.2 Annual days saved with 20% reduction D. 22

52 Send Less Get Less Capital One Case Study 3,000 participants Richmond VA

53 Sender Recipients Sender Recipients What s the difference?

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55 To: Cc: Subject: Attach: Action-Takers Stakeholders Action: Info: Request: Confirmed: Delivery: Descriptive Title EOM (End Of Message) Limit and Explain Attachments Use Links Brief, Warm Greeting Specific action, purpose, response time Dig up context Clear, concise, relevant Bullet points, numbers Clear, bold paragraph titles Next steps, niceties Signature

56 Etiquette 1. ALL CAPS IS SHOUTING 2. Overuse of punctuation is also shouting!?!?! 3. no caps decreases comprehension 4. Not everyone understands emoticons ;o) 5. Ur txt msg style could make u seem like yr nsb 6. Join the AAAAA! 7. Use auto-spell check 8. Fancy Fonts can be Frustrating

57 What's the Difference?

58 Outlook Efficiency Tips

59 Interruptions-Disconnect Ding

60 Colors Highlight Key Senders 14

61 Click & Drag

62 How & When? Processing In

63 Vault 1. Request to be "activated" at 2. This will generate an automated 3. Click on the link provided in the

64 Vault Using Enterprise Vault 1. Vault Controls 2. Setting Options 3. Searching the Vault

65 Icons Added to Outlook

66 Menu Options added to Outlook

67 Vault When an is stored in vault: 1. A short-cut is created 2. Two symbols indicate an is vaulted 3. A Mouse Click will reopen the and attachment

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69 Retention Assign varying periods for different folders 2 Months, 2, 5 and 10 yrs

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71 Setting Retention Periods 1. Right Click on a folder 2. Choose Properties 3. Choose from list of options

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75 Vault The sooner an becomes part of the vault, the sooner it is indexed and becomes searchable

76 Searching 1. Basic 2. Advanced Find 3. Browser Search Each is progressively more specific

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82 The Productive Environment Process 1. State Your Vision 2. Identify Your Obstacles 3. Recognize Your Resources 4. Develop Your System 5. Maintain Your Success

83 How do we get there?

84 2007 Cohesive Knowledge Solutions, Inc.

85 Priorities What goes in the box?

86 Where are you headed? 1. Capture: Workgroup/Team/Personal Goals, Objectives, Strategic Initiatives Individual Tasks 2. Review: Daily *Weekly - Monthly *During the weekly review: Tasks/Waiting/Someday/Maybe Create Next Actions

87 NOT IMPORTANT IMPORTANT Covey s Four Quadrants URGENT NOT URGENT Q1 Deadline Driven Projects Pressing Problems Crises Q2 Projects Prioritized Tasks Some Meetings Some Q3 Some Meetings Some Non-Prioritized Tasks Q4 Busy Work Internet Surfing Trivia Some

88 The ABC Method 1. Rank tasks into three categories: A = Vital B = Important C = Nice 2. Further Categorize using A1, A2, A3, B1, B2 C

89 Paired Comparison 1. List Tasks: Plan Agenda Billy Bob s Review Draft budget report Respond to s 2. Compare tasks; place check mark by the higher priority task: 1 to 2, 1 to 3, 1 to 4 2 to 3, 2 to 4 3 to 4 Plan Agenda Billy Bob s Review Draft budget report Respond to s

90 Task Management Remember The Milk Create a text file or Excel Doc and pin to your toolbar

91 Task Management Click & Drag * >

92 David Allen-GTD

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94 You cant change what you don t measure

95 Your NEXT Action??

96 It s About Time!