Productivity Maximizing Lotus Notes with The Womack Company The Womack Company Jason@WomackCompany.com 805-640- 6401
Your Best Just Got Better Business book of the month, Institute for Management Studies Best-selling business book of 2012, www.800ceoread.com Lotus Notes Hints, tips and ideas for maximizing productivity using your email, calendar, and task-tracking tool. Copy Emails To Your Calendar As Reminders.. 3 STATIONARY Quick responses to FAQs... 4 Create Agendas, Track Discussions 5 Clarify The Who, The What, The Next. 6 Enhance Your Follow-Up Easily.. 7 Create A Running Projects/Clients List. 8 Your Best Just Got Better the book. 9 Get Momentum the book 10 http://www.getmomentum.com GET MOMENTUM Leadership Academy 805-640-6401 2
COPY EMAILS TO YOUR CALENDAR AS REMINDERS Problem: You get an email you need access to on a specific day. (Just not today!) Identify an email you need access to on a specific day. Right click the email with the mouse. Choose the option: Copy to Calendar. Select the date on your calendar you next want to see that email. http://www.getmomentum.com GET MOMENTUM Leadership Academy 805-640-6401 3
STATIONARY Quick responses to FAQs Problem: You type the same words, sentences, paragraphs all day long. Or, you search through your sent items to find something you d emailed before to copy & paste into a new mail or a reply to someone asking for information. In your Email, open your Sent Items mailbox. Identify an email message that you anticipate sending out again (today/this week/this month). Also, as you type email ask yourself, Might I type these words in this order ever again? If the answer is yes, create a new Stationary! Choose Stationary -> New Stationary (You can ALSO find Stationary by looking at the left of your Lotus Notes dashboard, the stationary tool is located on the left side, under folders, in the 'Tools' section.) Enter a Subject Line Write (on top of your existing signature) the text you want to use the next time someone asks you a question you have already typed an answer to. (It s sometimes easier to copy and paste from a sent email.) Enter a name for your new Stationary. http://www.getmomentum.com GET MOMENTUM Leadership Academy 805-640-6401 4
CREATE AGENDAS, TRACK DISCUSSIONS Problem: You think of something to tell someone and they are out of the office; or you try to remember the last time you brought something up in conversation with key personnel, vendors, and/or clients. Open a new mail (CTRL+M) and address it To: yourself. In the Subject line, type the person s name (or initials) in CAPITAL letters, followed by a : Example: [ JASON: ] After the person s name still in the subject line write down what you need to tell or ask them. Example: [ JASON: Ask about Road Warrior Health tips ] Throughout the day, email yourself things to ask each person the next time you see them. Then, when they come to your desk or call you on the phone, you open your inbox and sort by [Subject] and you ll see in alphabetical order all the emails you sent to yourself with each person s name as the first word of the subject line. BONUS: Make a RULE inside of Lotus Notes so that emails YOU send to YOURSELF move to a folder titled.action. (The. before the word.action moves that folder to the TOP of the left hand inventory of folders. This is especially helpful if you have several folders!) http://www.getmomentum.com GET MOMENTUM Leadership Academy 805-640-6401 5
CLARIFY THE WHO, THE WHAT, THE NEXT Problem: Email subject lines don t always tell us what to do. (VERBS) They tell us what we need to think about, manage, clarify and ask about. (NOUNS) Open your inbox. Find an email you need to take action on later. Press CTRL+E on your keyboard. Type in an action VERB - [in ALL CAPS] at the beginning of the subject line. The most popular VERBS are: CALL - DRAFT - EMAIL - REVIEW -. Do this for several emails that are in your inbox. Identify the smallest number of VERBS of your work and organize your incoming email according to what you have to DO when you look at your inbox. Sort your inbox by Subject (Oh, and check out your iphone or Android!) Here is an example of a recent list of processed emails in the inbox: o CALL - Re: Boeing Leadership Network (BLN), Seattle o CALL - Re: Womack Workshop Proposal for 2018 APH Conference o REVIEW - Re: Handling updated course information re: Dec 6th o REVIEW - here's $50 to sponsor your update on LinkedIn! o CALL - IMS SF - Glad you will be with us again - see you at meeting. o REVIEW - Raft the "Grand Canyon" of Oregon - Owyhee River o DRAFT - Follow up from WWF Training session! As you can imagine, when I sort by Subject all the CALL emails are together, as are the REVIEW emails http://www.getmomentum.com GET MOMENTUM Leadership Academy 805-640-6401 6
ENHANCE YOUR FOLLOW-UP EASILY Problem: Checking your Sent Items folder can be time-consuming, but you need to make sure the people you email reply to you in a timely fashion. Open your email. Send yourself a message. (Simply press CTRL+M) In the Subject line: BCC Follow-Up Rule When it gets to your inbox, Create a New Rule. 1. Make a New folder UNDER your Inbox called.waiting on 2. Tell Lotus Notes to move any email you send to yourself where your name is in the BCC field to the.waiting on folder. 3. Test it now, send an email: To: your coach Jason@WomackCompany.com and add YOUR name to the BCC field. 4. Once you hear back from the person you send the email To: then you know you can delete it from your.waiting on folder. 5. (Check your.waiting on folder every few hours; the ONLY emails there should be the ones you re well Waiting on!) When you send an email to someone (a client, vendor, boss, coworker, etc) and Bcc: yourself, that that email automatically is organized into your Waiting on Folder. This makes it easier to follow up without having to scan, search and sort through all your Sent items. http://www.getmomentum.com GET MOMENTUM Leadership Academy 805-640-6401 7
CREATE A RUNNING PROJECTS/CLIENTS LIST Problem: You have a LOT going on at one time and need to be able to see your actionable projects to prioritize daily and weekly actions. Open your To Do application in Lotus Notes On your keyboard, press: CTRL+N (New Task) Type one project in the Subject line (Objective, Goal, Deliverable) o Submit article to TrainingMag.com editor, Lorri If the project has a due date, add it to the front. o 4/10 Present Portland seminar at FEB Consider adding the names of significant client groups as line items. o FRB Den, NYC, StL Organize that to do in a category called.projects (The. at the beginning.projects moves that list to the top.) Add ideas, brainstorms, issues, or questions in the note area below. Review the.projects list at least weekly to prioritize and organize your workflow. http://www.getmomentum.com GET MOMENTUM Leadership Academy 805-640-6401 8
Your Best Just Got Better The Book www.yourbestjustgotbetter.com From the book, Your Best Just Got Better: You re NOT At Capacity Yet Working longer hours doesn't make up for a flawed approach to productivity and performance. Workers need to clarify their habits, build mindset-based strategies, and be proactive. Womack's signature workplace performance techniques offer specific strategies to consistently and incrementally improve performance. Learn how to maximize your four most limited resources time, energy, focus, and productivity tools to build solid and sustainable workflow habits. Your Best Just Got Better will help you identify your role in making your best better. Through strategic, iterative change, you can become more effective and efficient at work and in life, making time for the things and the people you love. Jason Womack's powerful advice will show you how to: Set goals and take consistent, calculated action toward achievement Invest 15 minutes every day to make your best better Reflect on achievements and let them power you towards your next goal Build a strong, productive social network By applying just a little focus to when you're at your best, you can improve how you get things done. Make your best better, and make new things possible today. http://www.getmomentum.com GET MOMENTUM Leadership Academy 805-640-6401 9
Get Momentum The Book www.getmomentum.com/book From the book, Get Momentum: Stuck Projects, Stuck Life Is there something important you want to do? Maybe it s a career change you want to make, or a personal project you want to start. But for some reason, whatever it is, you haven t started yet. You re reading this book because you re stuck. Read Get Momentum, and you ll learn strategies that people around the world use to start important projects and achieve big goals, such as: Making a career change. Changing how their family interacts to create less stress and more joy. Training for a competitive athletic event. Planning an adventure on their bucket list. Losing weight and staying active for a healthier life. Transforming their retirement into the next vibrant chapter in their life. Consider us your coaches. For more than 20 years Jason and Jodi Womack have traveled the world, working with people who are overwhelmed by the feeling of being stuck. They teach them how to get momentum. Here s what Jodi says, This book gives you the knowledge we ve organized in a way that you can practice. These tactics work. We re not here to motivate you. There s more to it than that. We know you ve heard inspiring clichés such as Nike s Just do it or Leap and the net will appear or Think outside the box. Enough already! http://www.getmomentum.com GET MOMENTUM Leadership Academy 805-640-6401 10