- A Note From Anne
- Who moved my file?
Please add Info@StrategizeAndOrganize.com to your whitelist or address book in your e-mail program, so that you have no trouble receiving future issues!
|
|
Hello!
 Are you tired of wasting time when it comes to communicating with co-workers in your office? I know that keeping a whole team updated on the progress of a project or the sales stage of a particular client can lead to reiterating the same information over and over.
Take a look at this week's quick tip when it comes to streamlining this type of communication within your files.
All my best,
|
|
Who moved my file? Documenting file updates and checkouts
These days the amount of work we need to get done keeps us on the go. It becomes even more complicated when we work with co-workers and need to keep them abreast of what's going on.
I was working in an office recently and was struck by how inefficient they were in regards to time management, handling interruptions, and communications. The funny thing was -- it was all about the activity around a physical file.
 When a client called to speak to "Larry", he pulled the client file, found and printed an email that the client had sent previously and used it to take notes on the conversation. When the call ended, he placed the printed email with handwritten notes into the client's file. Larry then returned the file to the cabinet (good job!!). He went to "Greg", his coworker, who also worked with the client, and told him about documenting the conversation in the file. Greg was intrigued about the call and asked Larry for further details. Instead of directing him to the file, Larry told him everything that he discussed with the client.
Now, it seems pretty harmless, but these types of conversations happen frequently in offices, and become time wasters. How could they avoid such a situation? One way is with the old fashioned file rooms, where you logged the activity of the file (on an "Out" card") so the next person would know the history.
 A better resource would be in using an electronic web-based tool like the iPEP System. With iPEP, Larry could have documented his notes electronically, attached the email to the file, and sent an email (from within iPEP) to Greg notifying him of the update. Even if Larry decided to hang onto the file in his office, iPEP would automatically indicate who last looked up that file! Access to the file and Larry's notes could be made right from Greg's office - or any other co-workers computer. Because iPEP is web-based, even if Greg was traveling, he could stay abreast of the recent client activity.
iPEP, a web-based shared workspace is the solution for your office if you are:
-
still doing things like Larry and Greg
-
frustrated by constant interruptions from people filling you in on what's going on with a file
-
unaware of recent activity in any type of file
-
tired of struggling to read someone else's notes
The iPEP solution offers a shared workspace environment that you can integrate simply with your physical files. Contact me to find out how you can start being more efficient about handling the "who, where and what's going on" in your files. |
|
WANT TO USE THIS ARTICLE IN YOUR EZINE OR WEB SITE? You can, as long as you include this complete blurb with it: Productivty Trainer and Organizing Consultant, Anne McGurty, publishes the "Organizing Strategy" weekly ezine with 1,200+ subscribers. If you're ready to jump-start your productivity, save time, and enjoy the quality of your life at work and at home, get your FREE tips now at www.StrategizeAndOrganize.
WANT MORE INTERACTIVE CONVERSATIONS AND TIPS: See Anne's blog. |
|
About Anne:
 Anne McGurty is CEO of Strategize & Organize, a company devoted to training individual's to be more effective with the tools and resources to be productive in their work environment.
If you liked today's issue, you'll love Anne's transforming productivity training and organizing products to help you organize your business -- and yourself -- ranging from productivity consulting for individuals and executives to small business coaching programs to keynote speaking and corporate training programs to improve efficiencies in the workplace and improve productivity. While Anne's best known for her expertise in productivity and expert office organizing, her clients share that her biggest impact comes from her philosophy of "personalizing her programs to fit the needs of her clients so they can streamline more efficiently with existing processes" - ensuring to create a sustainable work environment. This, Anne says, is the most important key to bringing an individual to personal freedom with time and organization. You can learn more about Anne and her services, programs, and products for small businesses at www.StrategizeAndOrganize.com. She is also a partner with Catapult Growth Partners. Catapult Growth Partners is a leading interim executive and advisory firm that specializes in providing turnaround and business revitalization services. | |
Strategize & Organize
P.O. Box 6282
Denver, Colorado 80206
(303) 778-0588
|
|
|
