Question: “As the office “point person,” I see lots of things that could be done better around the office. What’s the top issue you’d like to change or resolve at your office this year?” — Susan
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{ 15 comments… read them below or add one }
@Carolyn: My company uses Outlook and I use the advanced search feature. I use gmail for my personal use and the Processed Mail system works there as well.
Carol and Cindy – I agree that there needs to be less complaining in the office, and it’s going to start with me. Sometimes, on my way home from work, I think about my day and realize that I did a lot of complaining that day. I could justify most complaints, but if I’m not able, or willing, to do anything about it, then I need to stop complaining. So, beginning right now, I am going to do less complaining in 2011.
@Carolyn: My company uses an email archive system, so my Processed Mail folder is on a server that will hold a message for a minimum of two years and is easily accessed through Outlook. I use Outlook’s advanced search feature, which allows you to hunt by key words. I use a similar system for my personal Gmail account. I find things much quicker now than when I had a complicated filing system. Now if I could only find something as simple for our paper files!
Hope this helps!
@Barbie: THANK YOU!
Meetings can be kept shorter by not inviting people to sit … usually the most important information can be conveyed/shared in way less time if everyone is standing. If you want to meet with someone or even a small group, but get out quickly, don’t take a seat.
Being new to my current employer, I’ve made a promise to myself to not slip into the rut of doing things in the way of least resistance or ease, but to bring solutions of efficiency to the processes. Since I am a ‘new set of eyes’, I see things that others have become acclimated to and have accepted for one reason or another, although it might not be the best way to do it.
@Barbie: Where are you storing the Processed Mail folder? And which advanced search are you using?
Paper. Why would we need paper copies when we have scanners and everything on our servers is backed up…
I agree with Carol! Less complaining around the office would be very much appreciated! Would love to see everybody work together.
I would change management’s resistance to change – if I thought it could be accomplished.
@Debbie: I keep anything that I may need under one folder titled “Processed Mail” and then I use the advanced search feature when I need to find something (I search by key words). It saves me so much time because I don’t have to think about where I may have filed an email. Here’s a link for more info on conquering your inbox: http://www.ratracetrap.com/the-rat-race-trap/seven-simple-tips-for-conquering-the-email-monster.html
I plan to be consistant about my designated lunch hour and time of departure for the day. Since I started to put time constraints in order, I feel more in control. People don’t have the option to just bring me assignments or issues to address at random. I no longer make myself available just because someone asks. I do plan to continue distributing courtesy, customer service, loyalty and availability. I just plan to have time limits. So far it feels good, and everyone is complying.
I would like to have better skills at managing my email archives. I hesitate to delete anything that I may need to refer to or need as proof I emailed information or was notified about something. I have several archive folders but I keep creating new ones more specific to the subject as it is difficult to remember what subject something is under. Many emails pertain to more than one subject or person.
I’d really love to see less COMPLAINING around my office. Negativity just drags everyone down, and doesn’t help to accomplish anything. I’d like to try to be as positive as I can in 2011 in hopes that a good attitude will become contagious!
The one thing I would find most useful is to have fewer committee meetings, and those that must be scheduled should provide an agenda prior to the meeting to allow participants to come prepared. Too many meetings are just time wasters….especially those where hours are spent talking yet nothing is ever implemented.