2. The Integra Hero Program Electronic Based Systems
Continuous Improvement
Matching the title slide #36???

3. Phone Usage Schedule phone meetings
Stay informed with follow-up calls to team/clients
Check messages frequently/never
Your response time establishes future expectations
What are your rules for using PDAs/phones/ s etc.

4. Responsibility Map Office Manager
1. List all categories of job responsibilities
2. List all sub-categories
Management
Management Development
Reports
Meetings
New Projects
Employee Relations
ISO 9000
R & D XXX
Equipment Upgrade
Office
Manager
Unions
Awards
Facilities
Budget
Clients
Current Year
Next Year
GE Capital HP
Production
Customer Relations
Line Output
Special Orders
Process Improvement
Major Customers
Satisfaction Surveys
Exact copy of Day 1
Community Relations
Board Memberships
Contributions

5. Files Working Reference Archive Weekly Value
Active projects, routine work, fingertip info, etc.
Reference
Monthly Value
Completed projects, research projects, etc.
Archive
Yearly Value
Rarely used, stored in archive facility
MADE TITLES 25 pt (were 24 pt). Spaced text so words in line with those of slide before (but numbers closer to image

6. Organizing Documents 1. Select destination Create sub-folder,
Ex.: “1 Lynn’s Documents”
3. Create WEP subfolders:
1 Working
2 Reference
3 Archive
4 Personal (optional)
I guess David M and I deleted Bubble # 4 Align the bubbles vertically? I listed #3,s vertically. Should bubbles fade a little as new one pops up

7. Expanding Your Organization Structure
Create sub-category folders in 1 Working
for all action categorie (Responsibility Map)
Create parallel sub-category folders for 2 Reference (Responsibility Map)
3. Repeat for all subfolders: 3 Archive or 4 Personal
Uncapitalized #1 heading. On #2, move 2 to 2nd line (so it reads : 2 Reference

8. Expanding Your Organization Structure
1. Create sub-category folders in 1 Working for all action categories (Responsibility Map)
Match your Responsibility Map
Each folder = area of responsibility
Each sub-folder = division within that
Create parallel sub-category folders for 2 Reference (Responsibility Map)
Structuring files
= easy retrieval & maintenance
3. Repeat for all subfolders: 3 Archive or 4 Personal
Boldfaced #1

9. Continue Sub-folders 1. Create additional sub-folders
2. Mix document types
“+” expands folder
“--” collapses it
Paul - #2 not illustrated with document types. Move? Colors out of order change scrreenshot

10. Naming Your Files Consider the name you assign Example:
Silverman 06 Jun Invoice.xls
Silverman 07 Jul Invoice.xls
Silverman Proposal.doc
Silverman Proposal revision 01.doc
Silverman Proposal revision 02.doc
Silverman Report 01 qtr.xls
1. Consider ”Silverman” subfolder
2. Use numeric/alpha system for chronological order
3. Consider “Invoices”, “Proposals” subfolders
Deleted periods at ends of callout text

11. Renaming Your Files: Example
Silverman Corporation
Invoices
06 Jun.xls
07 Jul.xls
Proposals
Original.doc
Revision 01.doc
Revision 02.doc
Reports
01 qtr.xls
Your newly named sub-folders might have this hierarchy.

12. Electronic vs. Paper My Documents Folder = Paper-Based System
1st Tier (1 Working) = File drawer
2nd Tier (Clients) = Section of a file drawer
3rd Tier (Draper) = Group of hanging files
4th Tier (WEP) = Specific hanging file
5th Tier (Pilot Program) = File folder
6th Tier (Module 1.ppt) = PowerPoint document
Practice Break

13. Basic outlook Filing structure
Create 1 Working, 2 Reference, and 3 Archive folders
Create sub-folders.
Note the 4 Personal folder
Check folder locations
Create a 5 Old Inbox folder and move old s, for review later
Revise bubble colors

14. Basic Outlook Filing Structure
Create sub-categories for quick retrieval

15. Toolbar Views Ensure Standard and Advanced toolbars are showing Steps:
Enable
Consistency with Day 3 sub-titlesK?

16. The Secret to Organizing Free Your Mind and Your Time!

17. Calendar: The Conductor of Your Time
Another imagge

18. Rule the Day with Calendar

19. What's Wrong with This Picture?

20. Applying the 4 D's to Email

21. Contacts
Addresses must be filled out manually but very important for mailing later on

22. Outlook Magic Trick Where does this e-mail belong?
Drag it here and watch what happens

23. Don’t forget to fill in and correct the information

24. Outlook Task

25. Applying the 4 D's to Email

26. Schedule Management Project manager tool
If you fill in Start date the Due date will automatically fill in

27. Multi-step Tasks
Complete task
Add notes
Change Start date

28. Outlook Rules Use Rules and Alerts to filter and control emails
Rules tell Outlook how to filter, identify and handle s
Tools lets Outlook work for you

29. Rules and Alerts

30. Basic Set-up Options Practice Break 1. Select: File Options General
2. Explore all options in Outlook, as well as General, Mail, Calendar, etc.
Practice Break

31. The 4 D’s, Version 2.0 D
Do it
Designate it
Delegate it
Delete it

32. Designate Means Assign Time
Set appointments with yourself
Practice = habit = effectiveness

33. New Appointments 3. Repeat or recurring? 2. All-day event?
6. Appointment visibility
7. Color coding
5. Want a reminder?
8. Add notes
1. Subject, Location, Time & Date are standard
4. Use Categories
Colors, align, animation in order? Screenshot?

34. Best Taskpad View On Calendar
See your tasks on a calendar rather than as a ”To Do” list

35. Recurring Appointment “Must Haves”
2. Schedule WEP maintenance quarterly (minimum 30 minutes)
1. Back up weekly
Practice Break

36. What’s Our Mantra?
Do it NOW!

37. Contact us Paul Silverman Ph: 914.923.5049 paul@integraworkshops.com
1360 Whitehill Rd.
Yorktown Heights, NY 10598
Ph: