A Brain New Way To Work

Eve Abbott

Archive for May, 2010

Keeping Track of Both the Schedulers and Your Calendar

If you and your assistant both handle scheduling, take this simple step to make it clear which one of you made each appointment on the calendar. This avoids the: “Who scheduled that meeting for the same time?!

The fix: The person scheduling the appointment can include their initials in parentheses after the meeting title. For example: Budget Meeting, All Staff (CS).

You’ll be able to easily figure out what the misunderstanding was because you will both know for sure who made the overlapping appointment.

Email Signatures Work Best Both Ways 

Just as every executive (or any professional!) needs an email signature with their complete contact information, so does their assistant. Especially if your assistant is handling matters for more than one boss!

Your assistant needs to set up a separate email signature for each of the people for which he/she handles email correspondence.

The example email signature includes:

Rebecca Sunnybrook (name), Executive Assistant to Lou Abbott (boss name)

Vice President of Sales (boss’ title), ABCASEFA EFASEFAX (company name)

X 337455 (Internal phone number)

(222) 555-8888 (External phone number)

Rebecca.Sunnybrook@ABCASEFA-EFASEFAX.com (Live link email)

Optional: company website URL here

Company wide email signature protocols help to keep communications flowing more clearly with fewer mistakes.

Plus, signatures tell people you do want them to be able to be in touch with you. Even if it is through your assistant rather than directly to you!

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 A defined space tends to collect items which belong in it. An undefined space tends to become piles of chaos.

These are two of the universal productivity principles that apply to both computer files and paper information.

  

Define Your Space or Pile on the Chaos. Whenever you look at a shelf of binders (or anything in your office) that has no label, your brain opens a loop.  

It wants to know “What is it? When do I need to do what with it?  What will I need to put in/take out of it?”

When you label every item (or space) in your office—you’ll act from a more clear mental framework.

 

 

Get it Right the First Time 

If there are three shelves labeled on your bookcase, when you are in a hurry you will throw stuff on the fourth shelf with no label. 

 If it’s got a label, your brain goes “BZZZT! Try again.”

So you’re more likely put it where it belongs the first time. 

 

Label Makers Rule

Label makers are a must for every office tune-up.

First, because it makes it easier to do the best thing and label items as you go along.

 

 

Second, because when a binder, file or desktop organizer section is

labeled you make decisions from a sense of order instead of struggling with mental overload from unnecessary stimulation.
Label makers make productivity faster and easier. Just type, print and stick.

 

Do not let whether or not you have a label maker stop you from

labeling things. Handwritten labels work just fine. I use them often in

my own office.Any sorter unit can become just another pile without clear identification. Labeling is one of the most important productivity techniques to maintaining more order as you adjust to work and life changes. Label makers save time!

 

Label that sorter!  In – Action – Out

It’s important to establish In zones, and Out exits, in addition to your core Action area. No one should have to ask, “Where’s your inbox?”

 Improve your desktop sorters with categories by department, topic,

or file topic sections, because as long as you have it all labeled or

indexed, anyone can find what is needed.

 

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