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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
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