Send the link below via email or IMCopy
Present to your audienceStart remote presentation
- Invited audience members will follow you as you navigate and present
- People invited to a presentation do not need a Prezi account
- This link expires 10 minutes after you close the presentation
- A maximum of 30 users can follow your presentation
- Learn more about this feature in our knowledge base article
Do you really want to delete this prezi?
Neither you, nor the coeditors you shared it with will be able to recover it again.
Make your likes visible on Facebook?
You can change this under Settings & Account at any time.
AN ORGANIZED COMPUTER
Transcript of AN ORGANIZED COMPUTER
Treat your computer like a filing cabinet
List and utilize the 5 Cs to create a more efficient and organized computer
Explain the importance of an organized virtual space
Modify Outlook to minimize email distractions
Apply the 4 Ds of email management
Why is it important?
Increases efficiency so you can get more done
Reduces digital errors
Searchable for others
5 C's to an Organized Computer
...And a few other tools to make your virtual space more efficient!
What are the 5 Cs?
Step 1: Categorize (Take Inventory)
Step 2: Create Folders
Step 3: Consistently Name
Step 4: Clean Temporary & Unused Files
Step 5: Customize Desktop Screen
First, take inventory of all files
What types of files do I have?
Who else needs to have access?
Why do I have trouble finding files?
Where am I most frequently checking for files?
Then, create a list of possible folders
Most tedious of all steps, but most IMPORTANT!
Set-Up folders according to your list
Move files into appropriate categories
247 billion emails are sent each day - one email every
In the time it takes you to read this sentence, about 20 million emails entered cyberspace!
The average user spends
1 hr & 49 min
per day managing email
*Business users according to a study by Gartner Inc. & Radicati Group
The number of emails received/sent by workers in the business world was expected to rise to
108-132 per day
100 per day
240 work days
=24,000 per year
2 min each
Average processing time is
48,000 min per year
800 hours per year
100 days per year
email 10% or efficiency 10%
You gain = 2 work weeks
So, what do we know...
Email is a big distraction: takes on average 17 minutes to refocus after email interruption
University of Illinois Study
We receive a lot of emails each day
A lot of time is wasted by reading and re-reading emails
How do we fix it?
Customize notification settings
Create search folders & quick steps
Use templates or signatures for frequently sent emails
Flag emails for follow up
Follow the 4 Ds of email management
Email Notification Settings
Allows you to have your email open without distractions while you're working in other programs
a saved search
serves as a filter
emails remain in your inbox
- Folder Tab on Ribbon
- "New Search Folder"
*Never miss an email an email from your boss
*Quickly see all emails that fall within a specific category
*Filter emails pertaining to a particular project or subject
Add multiple steps to one quick step
- each task is called an "action"
- combine multiple actions into one click
- create shortcut keys for each quick step and add your own tip
Move to Action Folder - Flag for Follow Up: Tomorrow
Templates & Signatures
Got an email message you send over and over again?
*Don't forget to include your personal information on each signature*
In a new email screen, simply choose choose the appropriate option from the signature drop-down.
Flag Your Emails!
1. Attach a flag to emails that require follow up - don't forget to select the time frame
2. Create an "Action" or "Follow-Up" folder within your Inbox
3. Organize your action folder so more pressing items are listed first
4 D's of Email Management
1. Delete It
Not something you need or it's junk
2. Do It
Use the 2 minute drill
Delete or file afterwards
3. Defer It
Cannot be dealt with in less than 2 minutes
Will take a while to read
Requires a carefully crafted response
Requires additional action
4. Delegate It
Not meant for you or someone else should deal with
- Be descriptive, but not too wordy
- Avoid large folder structures
- Name a folder immediately - avoid "New Folder"
- Create based on purpose and not file type
- Be consistent with spaces and case
STEP 1: Categorize
STEP 2: Create Folders
STEP 3: Consistently Name
- Establish a naming template for individual files
- Use the same format for dates
- Make sure everyone knows the template if you're sharing files
- Avoid spaces in file names
STEP 4: Clean
Delete duplicate files
Create "archived" folders
Empty temporary & downloads folders
Repeat this step on a regular basis
STEP 5: Customize Desktop
Delete preloaded shortcuts
Create shortcuts to frequently used programs or files
Refrain from clutter
Group like documents/programs together
Other tips & tricks...
Limit folders in your Inbox to those that are action driven - archive the rest
Include "PLEASE RESPOND" or "NO REPLY" in subject line
Avoid using CC & BCC unnecessarily
Limit "reply all" responses
Don't forget about the phone!
I HOPE YOU LEARNED...
Organization is important for increasing efficiency, decreasing frustration, and reducing errors
Follow the 5 C's and you'll discover a system that works for you
Utilize Outlook's features to help you focus on that really big important project
Follow the 4 D's when checking your email
Please complete the evaluation on the EducationPATH