Defining Time & Space News

Periodicals are those items that come into our office or home repeatedly such as product supply catalogs and magazines on topics in the areas we work or enjoy reading in.  We have to have control of these or they can become an endless “flow in” without much of a “flow out”.  Like a sink, if water flows in and cannot flow our very well, we will end up with an overflow situation that is often not pleasant.  The way to control that is to have a system that works for the outgoing process.   Here are steps we can take to have the necessary controls in place:

1. Start by determining which of the incoming documents are necessary.  Can we find the information on line and record the link on our computer or keep just the front cover in a file? 
2. If we need to keep the document, is the latest version sufficient?  If so always purge the old immediately as the new one is filed. 
3. If we need more than the latest periodical received, we need to set the quantity necessary so that we still have an acceptable purging mechanism, i.e. the last 6 months, one year, ones that include a certain topic, etc.
4. Finally determine if we need the entire periodical.  Are we keeping it because of one or two articles of interest that can be removed and filed as appropriately?  This not only helps keep the filing under control but also allows us to find that information much easier when we need it. Remember in this case to record the title and date of the periodical with the information that is removed and filed.

Happy Filing

Rosanne

770.995.8556

www.dtsorganizing.com

Tags: Filing, Office by organizing atlanta
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In a final discussion about email I thought I would mention setting up distribution lists for contact management.  It is easier to create multiple more detailed distribution lists and include them together in addressing a message, than it is to create one large distribution list and later try to separate contacts.  For example if we want to send information to all prospects, clients and colleagues (or other types such as family, friends, neighbors) to provide more general information we would select all three lists and add them to the message, but if we have specific information appropriate to one of the categories, then we can select one of the distribution lists very easily.   

Look for update features in the email system being used to be sure to have a method to update distribution list contact information.  Outlook for example has a feature/button that reads: “update now” when opening any distribution list.  This allows information that has been changed for any contact since the last time it was used to be updated in the distribution list before we add it to the message being created.

Most of us are deluged with email messages so any way we can tailor the information that we are providing the more our information is likely to be read and the less information we will clutter the mail boxes of others.   Please remember, to use the “bcc: block” when sending any distribution lists so that the e-mail addresses remain private.  If we want to receive a copy of the message put the appropriate email address in the “to:  block”. 

Happy E-mailing

Rosanne

770.995.8556

www.dtsorganizing.com

Tags: E-mail by organizing atlanta
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Entering and managing our contacts is a valuable piece of our email effort.  Keeping them in an organized fashion can make a big difference in how the contact portion of our system can help us.  Setting up a good system in the beginning can make it much easier when we later have hundreds and thousands of contacts.  If we already have a large number in the system then we can start the new process with all those we add and go back and review as we can; maybe looking at a letter each day or week.

We need to make sure we are keeping your contact information in as consistent of a manner as possible.  First name first or Last name first, etc.  We should create a category for each contact so that we can subdivide our contact list into more manageable lists when we need to remember someone’s name or other information.  It is best to choose categories that best suites our needs.  For example we can set up categories for clients, friends, family, colleagues, networking partners, vendors or suppliers, organizations we belong to, etc.

Be careful not to keep email messages just to save contact information when no other information is important.  It is easy to just copy the information into the contact management system and then delete the message.  If we are afraid not to be able to find it, then determining the correct category will help.

Also, think ahead as to what this information is being used for; especially for those who have Outlook 2007. There are many ways to view the contact information and filter it to best suite our needs.  Also there are mail merge features that allow contacts to be printed directly to labels or envelopes.  Having good contact information can be a great benefit for both business and personal communication.

Happy E-mailing

Rosanne

770.995.8556

www.dtsorganizing.com 

Tags: E-mail by organizing atlanta
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In our continued discussion about E-mail, I thought it would be good to focus on what we have in our e-mail box and how we are processing this information.  How we process all of the information coming at us can be quite difficult; especially for those of us who get so many e-mails a day.

First,  if we get messages from a particular source but do not have time to read them on a regular basis we can set up rules in Outlook to send these to a specific folder to look at periodically.   To do this, look under tools and then “rule wizard” for the steps.  Then we can review the folder weekly, monthly, etc. and disposition as needed.  We need to be very careful though, not to create rules for messages that are not of value just because they are easy to keep.

Second, we should delete all messages that do not require action or have information we need just as we would paper for the same reason.  If we only need the contact information then, we can add that to our contacts.

Next, for those messages requiring action we can flag them with a date to accomplish the task.  To do this, just click on the red flag icon and choose a date for when it is needed.

Finally for those messages that do not require action at this time but it is information we want to keep, we can either keep the message in a folder in Outlook or we can file it on whatever computer drive we store information by using what I think is the most fantastic key on the keyboard – “F12”.  This takes us straight to our files so that we can name it and file it.  The most important factor in making the decision between the email folders and our file storage area is how we back up the information.  If this information is truly important, we need to keep it in whichever method is being backed up on a regular basis.

Happy E-mailing

Rosanne

770.995.8556

www.dtsorganizing.com

Tags: E-mail by organizing atlanta
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E-mail is like the printer.  It was invented to help us but enables us to allow information to grow out of control.  I find that e-mail is much more challenging than regular mail ever was.  The problem with e-mail is that it is so easy to send, receive and multiply the information.   In the weeks of March, I plan to discuss e-mail effectiveness and discuss ways to increase our productivity with this great tool.  I realize that there are many different types of e-mail software so to simplify we will talk about general processes and attributes and some specifics to Outlook since it is so widely used.

Our first discussion will be on sending, forwarding and replying to messages.  First thing is never use “reply all” unless the entire group must have the information.  Much of our e-mail “clutter” comes from having information we did not need in the first place. 

Second, when creating and forwarding messages that go to groups, remember to use the blind copy feature in emails so that we are not sharing email addresses inappropriately. 

Third, remember when responding or forwarding messages to change the subject line when we are now communicating on a different subject and delete long non applicable history in emails.  Also, think before forwarding messages that have no value; be smart about jokes and delete the chain letters.

Finally, we need to be sure our subject line communicates what we are writing about.  People get a lot of emails and if we want ours to be read, we must be clear on the message.  Some messages can be condensed to only the subject line.  If our entire message can be placed in the subject line, use “EOM” at the end of the subject line for “End of Message”.

Happy E-mailing

Rosanne

770.995.8556

www.dtsorganizing.com

Tags: E-mail by organizing atlanta
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