21. Journal your meeting notes. Many people don’t know how to use the Journal feature in Outlook or even what it’s for! If you’ve ever accidentally clicked it, you’ll get a pop-up box that asks you if you’re SURE you want to turn on the Journal. Most people freak out and click NO. Next time, click yes. Open a new Journal entry, type up your meeting notes, put in the day/time of the meeting, indicate in the Contacts field who was at the meeting, and select a Category for the meeting name or project. When you select that Contact and click the Activities tab, you’ll be able to see the Journal entries (notes) from every meeting you’ve ever had with that person. You can also pull up your Journal entries by Category to review meeting notes as far back as you’d like. OR give your notes to … [Read more...]
Best Practices for Scheduling Your Day and Setting Appointments Part III of III
Best Practices for Scheduling Your Day and Setting Appointments Part II of III
11. Keep your calendar up to date. It’s frustrating when your colleagues are trying to set up appointments, and it appears that you’re open, so they send out a meeting request to a large group. You respond, “Sorry, I have a conflict on that day/time,” to which they respond by banging their heads on the desk in frustration, asking, “Then WHY didn’t you have it on your calendar?” Truly, if an organization is going to predictably use shared calendaring to coordinate meetings, you must keep yours current. It’s fine to use a traditional paper method as well, but if you schedule something on your “other” calendar, make sure to update your electronic one at regular intervals as well. 12. Include travel time in a single appointment and put the actual meeting time in the subject. If your … [Read more...]
Best Practices for Scheduling Your Day and Setting Appointments Part I of III
Numbers 1-10 of 30 scheduling tips: 1. Determine if you really need to meet in person. How many times have you attended a meeting and asked yourself, “Why am I here?” Hopefully, you’ve started protecting your time from every person who wants a piece of it. If my clients want to meet in person, I charge a consulting fee. For telephone calls, no charge. Ninety percent of the time, a conference call will suffice. Extra travel time and expenses are involved when meeting in person, so avoid it unless dialogue and brainstorming are required. 2. Have meeting requests and responses go to your delegate, not to you. Don’t wade through all the responses; that’s why you have an assistant (if you do). Under Tools, Options, Delegates, select “Send meeting requests and responses only to my … [Read more...]
Me, You, and the Handheld
These days, most of us use handheld technology in all aspects of our daily lives, blurring the boundaries between work and home. Has this made you feel more overworked and less energized? If so, you need to learn how to break free from technology, turn it off regularly, stop letting it control you, and unplug in ways that boost your energy. Let's chat about your electronic habits, and about how to regain control. 1. Plan your screen time and stick to it. It's unnatural to focus on a computer or TV screen for hours on end instead of interacting with people. Yet this is precisely what most people do -- and the subsequent feelings of social isolation and depression can be quite damaging to your energy level. 2. Put your life first. Don't let technology eat up your free time; technology … [Read more...]
Protecting your calendar from others: managing availability
While working with Teresa Gavigan, one of my clients, on her office organization, we talked about the challenge she was having with an overly booked calendar and what to do about it. She had recently taken over another entire division and was splitting her time between the two groups, which were in two different buildings. She had ceded her calendar over to her assistant but hadn’t set any boundaries around what meetings to accept and what to decline. Her assistant was accepting meetings tentatively, which resulted in Teresa often being double and triple booked. She told me she frequently felt like she was “having a Lucy Ricardo moment” as she dashed over to one meeting, then over to the next, then back to the other, never wanting to let one or the other down. After months of … [Read more...]
The Paperless Office? What a Joke!
No matter how technologically savvy we become, we can't seem to eliminate paper. In fact, studies estimate that we generate up to ten times more paper than we did before the advent of the computer! How much of that paper is sitting in stacks on multiple surfaces all over your home and office? To tame those mountains of paper, try throwing these ideas at them. 1. Consistently purge your files without fear. Before you embark on an overhaul of your filing systems, purge all the old junk first. Why spend time dealing with paper you're just going to toss anyway? 2. Create and maintain a filing system that allows you to find papers easily. If you can't find a particular piece of paperwork when you need it, it might as well not exist. Pick a logical filing scheme and follow it … [Read more...]
Do You Work to Live or Live to Work?
Workplace balance is tough to achieve, because most employees have a real commitment to both their jobs and to their families. They love their work lives and their personal lives, often with equal vigor, and don't want to give up either. But many professionals find it difficult to participate fully in one area without sacrificing the other. If you have trouble with your personal/professional equilibrium, then these ten tips are for you. 1. Allocate time according to your values and the top priorities in your life. Assess whether you're spending your time in ways consistent with what's important to you. Other people should be able to look at your life, observe what you do, and tell what you value. 2. Achieve your ideal life balance. This is one place in life where you shouldn't … [Read more...]
Who’s the Boss? You or Your Blackberry?
Technology is both a blessing and a curse. It can definitely improve your productivity, but having to deal with email, voicemail, the Internet, Blackberries, PDAs, cell phones, and pagers can make you less productive if you're not careful. Here are a few suggestions on how tame your technology . 1. Try to reduce "information overload." Understand that you can have too much information, and find a way to get rid of the excess. Get off mailing lists, learn computer shortcuts, narrow your web searches, cancel subscriptions, and use filtering rules to reduce electronic junk. 2. Use proper netiquette. Among other things, DON'T SHOUT, don't be sloppy, and keep your messages brief and to the point. Make it easy for other people to respond, and most importantly, don't waste … [Read more...]
It’s About Time
Its About Time Pareto is very busy in the sales world. You know the 80-20 rule. In this case, it means that only 20% of salespeople spend 80% of their time on selling activities. Are you in this group? See if you recognize yourself. If not, here’s how you can join the group. Put your fingers on it fast. Laura Stack is a professional speaker and author of Leave the Office Earlier® and Find More Time. She sees several time wasters that cost salespeople valuable selling time. One of the biggest time wasters is lacking a system to track client history. The system should include notes on conversations that took place, with whom, and when they took place. Stack says, “To be truly organized you should be … [Read more...]
Lean and Mean in 2008: Go on a Low-Information Diet
Pretty much anybody you ask will tell you they’re pressed for time. There just aren’t enough hours to get it all done, yadda yadda yadda. So we prioritize, streamline, and simplify. You can improve your efficiency until you’re blue in the face, not to mention very tightly wound, but you still aren’t addressing one of the biggest time and energy wasters in your day: incoming information. As my 12-year-old daughter, Meagan, would text on her phone: “TMI” (translation: Too Much Information). If the 21st century has brought us anything, it is WAY too much information. You can watch several channels full of cable news 24 hours a day. You can surf the internet on any topic until you can’t see straight. Most people could heat their home with the amount of junk mail they receive … [Read more...]
