For example, here are a few types of accounts that should be synced across devices:
Scroll through your phone for a moment and look at how many contacts you have stored. Now consider how many contacts a small company may need to stay on top of regularly. A company recently came to us for help tackling just this – their overwhelming contact lists.
Although contacts were stored within a single tool such as Microsoft Outlook, the team members knew they needed to be reviewed and cleaned up. The team shared several contact lists and some contacts had duplicate entries while others were missing information. Since they are busy mobile workers it was necessary to organize the contacts so the team is no longer slowed down by searching for data.
To tackle the contact clean-up project, we, the productivity consultants from Innovatively Organized, found and removed duplicate contacts and then flagged contacts with missing information. Next, the team reviewed the flagged contacts and tried to fill the gaps of missing information by gathering the most up-to-date information for contacts possible. We then recommended a process of inputting future contacts to reduce the chance of duplicates being created.
The shared contact lists are now much more reliable for the company’s team members, with up-to-date information and duplicate contacts removed.
Can you relate to this? What is your biggest contact organizing challenge? Leave a comment and let us know!
Innovatively Organized is a Seattle-based productivity consulting firm providing digital clutter clean-up and process improvement services to small businesses and over-extended executives. Call us for a free 15-minute phone consultation.
In fact, more than 27% feel “more stressed after their vacations than before they took the time off.”We were shocked to hear that lying on a beach somewhere is not relaxing to most professionals. However, as productivity consultants, we understand and see it all too often, just how difficult it is to put everything on hold, to ignore the incoming emails, and to leave the office behind. Before you start canceling your upcoming flights and trip plans, there’s hope! Not only is it possible to take time off from work to relax, but perhaps you could take a month-long vacation from work. That might sound impossible, but the key is in properly preparing yourself and your office for your absence. We recently interviewed Innovatively Organized president, Elizabeth Bowman, for her tips on preparing to leave work for a trip. To help you make productive use of your time leading up to a trip, take a quick peak at our checklist to help you prepare for a flight or our list of tasks that you can complete while in-flight. It is possible to take time off of work to de-stress and relax. Contact us for a 15-minute phone consultation if you would like to learn more about improving your productivity.
Available at: Brookstone
Here are just a few examples of ways to use a virtual notebook (these examples are based on using a tool such as Evernote, but can apply to Microsoft’s OneNote as well):
To learn how to use Microsoft OneNote, come join us at our next Seattle-based training session! As part of “The Organized Executive” training series held each month at the Microsoft Store you will learn how to get started with OneNote, use it for task management, and keep it in sync across multiple devices.
I can’t tell you how accomplished I feel today. Even when someone came to me with an “emergency” project, I noted that on my calendar. I know that I can use that information to help people better schedule time with me to get these projects done.Erin George, Real Change News
I am able to accomplish more, in less time. When I work in my home office, I’m not distracted by piles of paper all around me. I am able to proudly show off my work space now!Angela Shen
IO has changed my whole perspective on being organized. You guys rock.Amy T., Blueflame Heating & Air Conditioning
Elizabeth swiftly and efficiently demonstrated easy methods to organizing my online clutter. My creative and innovative management style no longer clashes with daily details and extensive reporting requirements. What a relief! With a new, common sense system in place, our non-profit initiative become more productive and so have I!Brian Jaeger
Very illuminating going over my weekly review checklist and realizing that the parts of the work I dread doing are the things I don’t have systems and structure for… I can see already that this is going to be a big help, and wish I’d gotten started sooner! I’m feeling optimistic, and looking forward to solving the problem(s) and getting my time more focused on the patient work I love to do!Dr. Deborah E., ND
The one-on-one attention I got from Elizabeth helped me identify problem areas and prioritize changes to become more streamlined and organized. Replacing old habits with new ones is challenging but extremely rewarding! Thanks again, Elizabeth!Eliott P., Event Services Manager
Elizabeth got right down to the critical changes we needed to make to improve our work flow. And we had fun doing it!Sheree C., Paralegal, Office Max
You definitely demonstrated what you do best – being organized! It was very apparent that you’ve gone through training and certification and truly know your business.Jeanette H., BPW
I loved your presentation of Email Organizing 101. The presentation was clear and informative, and you offered wonderful tips to make our busy lives easier. I already implemented some of your recommendations, and have no remaining emails at the end of the day in my inbox. Also, you have a great sense of humor, so like everyone else, I truly enjoyed my time there. Time and money well-spent.Jennifer S., Merrill Lynch
Innovatively Organized’s Email Mgmt Webinar was great! My inbox is now down to zero for the first time in a long time. I would highly recommend it to any friends or associates!Dan F., Realtor
When organizing your paper files, avoid labels like “miscellaneous” and “random.” You’ll encounter difficulties finding them later.
Create a mobile file system to transfer documents safely between your car and office.
Schedule a time/date to file and clean your files (weekly or bi-monthly).
Never plan every minute of your day – add buffer time to your day for the unexpected tasks that pop up.
Make sure to sync your devices regularly so your information is always accurate and doesn’t contain duplicates.
If you can respond to an email in 2 minutes or less, tackle it now.
When someone gives you a business card, make notes on the back to jog your memory later. Notes might include when you met, what you discussed, potential relationship, etc.
Create a set of email policies for your small business so everyone’s on the same page when it comes to writing and sending emails.
Use unexpected free time wisely – while waiting in line or sitting in traffic, have a list of things you can do then.
If you work from your car, set it up as a functional office with storage and office supplies like a desk.