True Capital Gains

Greetings! You might ask yourself why a firm dedicated to solutions for the human side of business is writing about Email Communications and Filing? It's dead simple!

Better leadership and improved results requires more time! Leaders need time to coach, guide and follow the work of their people. If we exclude poor delegation skills, some of the biggest drains on time can be how we handle our electronic communications (and paperwork).

Fix the drains and spend more time leading, listening and learning. Improving communications is part of our business - call us if you need.

Paul Gibson

Managing DIrector

pgibson@

truecapitalgroup.com

(905) 510-6935

Quick Read

Reduce Email
Volume & Waste

Electronic communications take time that's better used to lead or think. Click here for a text designed to reduce email volume.

If you are the senior leader - copy it and send it out! If you aren't, get it sent by the highest authority you can reach. And watch your mail volume drop! There's 7 simple rules - click here for details.

Rule 1 - To CC or not CC

Minimize who is copied and don't expect cc:'s to read at all. "To = do, CC = see".

Rule 2 - Reply Slowly
Pick your audience - don't just "reply all" or add to the cc:'s.

Rule 3 - Message Received
We assume you got the message and are acting on it unless you say otherwise.

Rule 4 - Define URGENT...
Urgent means very time sensitive - use the word well and only when you mean it.

Rule 5 - Cryptic is for Sherlock Holmes
Make useful, explanatory subject lines.

Rule 6 - Tell Me What to Do...
Writers must outline what needs to be done and by whom early in the message.

Rule 7 - One, Two, I Call You
After two back-and-forth notes, pick up the phone and end the ping-pong.

Paperless

How to File
and Find Faster

A paperless business is too big a project - let's work on a paperless you! In your work, try these tips and links to become paper-free.

If you want to read more, try this great article on 43 Folders - it inspired our work to go digital!

Reduce mail clutter.

Check Canada Post or Red Dot to eliminate junk mail.

Scan and Print to PDF.

Use the PDF printer on your computer, a scanner, or applications for your phone such as CamScanner to create PDF's of every document you touch and store them for easy reading. Toss the hard copies as soon as they are scanned. Destroy anything that does not require an original copy or signature.

Set up cloud storage.

Dropbox or SugarSync both offer free storage for the PDFs and other files you are creating. You can access them anywhere and your documents can't be lost in a fire or flood.

Backup all the time.
A mostly paperless life requires the confidence that you are secure. If you aren't backing up everyday (at home and at work), set something up NOW. Blazeback offers a cheap on-line service or use your computer's backup program with Dropbox. Just do it before it's too late.