Welcome ! WORKING SM@RT Managing Workloads & Priorities using LOTUS NOTES® Priority Management Systems Welcome and Credentials: 5 MINUTES This morning’s Executive Briefing is all about the winning behaviors of using a sophisticated tool, Microsoft Outlook, in combination with a proven process and an opportunity to generate organizational consistency. Priority Management’s Working Sm@rt with Microsoft Outlook is much more than an overview of the bells and whistles of Outlook, it provides a proven business solution that will help your employees to organize their planning process, manage their priorities, and work more effectively as a team. My industry background is accounting and finance, specifically in the banking, trucking, and gasoline distribution businesses. My HR and Training background has always been a “second hat” I have worn throughout my career until joining Priority Management 15 years ago. In my current role, I was a member of the initial development team for our Outlook training course and continue as Program Manager for Working Sm@rt. Just last month I completed a 6 month assignment as the Subject Matter Expert (SME) and Instructional Design Consultant to McGraw-Hill’s Lifetime Learning Division in their adaptation of our course to an asynchronous Web-based Training program. Priority Management has been a world leader in training and organizational development for over 25 years specializing in personal and team productivity. We are headquartered in Vancouver Canada and have over 100 offices worldwide.

Today’s Agenda Unit 1 The Productivity Process Unit 2 The Lotus Notes Business Solution Unit 3 The Digital Deluge Unit 4 Managing Commitments Unit 5 Managing Communications Unit 6 Managing Activities Unit 7 Priority Planning Unit 8 TeamTools Unit 9 Eliminating Desk Stress Unit 10 Online, putting Lotus Notes to work

Course Objectives:  Best Practice Lotus Notes™ Tools Best Practice Processes Best Practice Behaviors 

THE KEY BEHAVIORS. 1. Become more Pro-Active v. Re-Active. 2 THE KEY BEHAVIORS ? 1. Become more Pro-Active v. Re-Active. 2. Always know exactly what to do next. 3. Do what you say you will do when you say you will do it.

Campaign for Working Sm@rt™ The Productivity Process Campaign for Working Sm@rt™ At Work At Home Learning Guide page 1-2

What stops you from Working Sm@rt? Productivity Pirates? What stops you from Working Sm@rt? Learning Guide Page 1-4

Task + Process + Tools = Results Productivity Formula Learning Guide page 1-5

Three Rules for Tools Must do the job with minimum effort, complexity and power Must serve the work Tools are extensions of people

THE 4-D FORMULA 1 Do it now 2 Date Activate 3 Delegate it 4 Delete/Discard Learning Guide page 1-6

The Business Solution Learning Guide page 2-1

KEEP IT SIMPLE MAIL BOX CALENDAR ADDRESS BOOK TO DO LIST Learning Guide page 2-2

Change your Welcome Screen and Set the proper defaults for Working Sm@rt

The Digital Deluge The Mail Database Learning Guide page 3-1

Managing Your E-mail Creating a mail message Sending and Following-up Convert E-mails into appointments Convert E-mails into TO DOs Use E-mails to set up new Contacts Delegating a response Storing messages in Folders Creating Automatic Rules Eliminating Junk Mail Avoiding Spam Color Coding Certain E-mails

Managing Commitments The Calendar Database Learning Guide page 4-1

Managing Your Time Scheduling a Meeting Setting Reminder Tasks Blocking Time for High Priorities Scheduling Repeating Appointments Creating a new Group Calendar

Database Address Book The Managing Communication Learning Guide page 5-1

Tracking Communications Planning and Recording Notes Following-up on commitments Insert Documents into Contacts Delegating Tasks to Others Using Group TO Dos Influencing Others Effective Voice Mail Messaging

Managing Activities The TO DO Database Learning Guide page 6-1

Managing Activities Scheduling a TO DO Prioritizing a Task Using Categories for Projects Viewing all TO DOs by Categories

Be Pro-Active The Planning Process Learning Guide page 7-1

Tracking Strategies and Plans (page 7-4) Planning your Day (page 7-7) The Planning Process Tracking Strategies and Plans (page 7-4) Planning your Day (page 7-7) Schedule as Repeating Appointment Completing Today’s TO DO List Blocking out time for Projects Printing your plans Synchronizing with HandHeld devices

Working Together TeamTools P Learning Guide page 8-1

TeamTools Increase Productivity Creating an E-mail Charter Instant Messaging Sharing Calendars Sharing Address Book Information Using Meeting and TO DO Requests Protecting ‘Private’ Information Posting Documents for Collaboration

UNIT 9 Eliminating DeskStress Learning Guide page 9-1

Quick Quiz Putting Lotus Notes™ to Work UNIT 10 Learning Guide page 10-2

The Secret Apply the techniques Every Day

WORKING SM@RT™ WITH LOTUS NOTES® WORKSHOP