Lean Office Transformations
Welcome to Lean Office Transformations - a newsletter designed to save you time and become more efficient. References to Lean Manufacturing and Lean Office refer to a productivity philosophy created by Toyota which is now adapted by companies worldwide.
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Standardization using Outlook 2010
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If you're an Outlook 2010 user, you've probably noticed a few new features that weren't available in earlier versions.
One of the new features Microsoft introduced in Outlook 2010 is called Quick Steps. It allows you to create shortcut buttons in the ribbon (the bar of options across the top of your screen) for those steps you take most often when dealing with your email. Here's a quick tutorial on how to access this feature:
For those who follow Lean Office principles, you're very familiar with the 5S method of bringing organization to any area. To read up on 5S, check out these Lean Office articles.
Standardization can be introduced to processes, procedures and any tasks in which you find yourself doing the same thing over and over such as processing emails. Some of the most frequent actions you may take with your email might include:
- Delete
- File in a particular folder
- Delegate/Forward
- Reply with a Meeting Invitation
- Flag
- Turn into Task
Using the new Quick Steps feature, you can now create shortcut icons in the ribbon of your Email Inbox to implement these frequently-used email options.
Spend a few minutes getting acquainted with this feature and soon you'll be more standardized than you ever imagined!
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Business Dining Etiquette
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Business meetings over breakfast, lunch or dinner are common place. Here are six etiquette tips when dining with customers, coworkers or the boss. 
- Shut off your cell phone. Leaving it on "Vibrate" will still be disruptive.
- Always pass the salt and pepper shakers together, even if someone specifically asks for only one of them.
- Avoid ordering food that is typically eaten with the fingers but can be a bit messy such as fried chicken, ribs or corn-on-the cob.
- If you're nervous, don't order alcohol to calm your nerves. Instead, take a few deep breaths and exhale slowly.
- If you need to leave the table, simply say "Excuse me" and place your napkin on your chair. This will signal to the wait staff that you will be returning to the table. As you leave, there's no need to give an explanation as to where you're going.
- When you are finished with your meal, place your napkin to the left of your plate and place your knife and fork side-by-side across your plate diagonally at the 10 o'clock and 4 o'clock positions.
Finally, if you are curious as to who pays, that responsibility falls on the individual who initiated the meeting.
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Free Articles for your Organization
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Audrey Thomas offers her articles for reprinting or reposting - FREE - provided that her name and contact information (supplied at the end of each article) are included. So if you want to share her articles with others, please take advantage of this valuable resource.
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