Loading presentation...

Present Remotely

Send the link below via email or IM

Copy

Present to your audience

Start 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.

DeleteCancel

Make your likes visible on Facebook?

Connect your Facebook account to Prezi and let your likes appear on your timeline.
You can change this under Settings & Account at any time.

No, thanks

AN ORGANIZED COMPUTER

No description
by

Paige Turner

on 23 February 2015

Comments (0)

Please log in to add your comment.

Report abuse

Transcript of AN ORGANIZED COMPUTER

What I hope you learn...
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

Decreases frustration

Reduces digital errors

Searchable for others

Aesthetics
Happier people
Better Communication
5 C's to an Organized Computer
...And a few other tools to make your virtual space more efficient!
Paige Turner
Educational Services

Remember when?
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
Computer
Categorize
Create
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!
Consistently Name
Clean
Customize
Set-Up folders according to your list

Move files into appropriate categories

Microsoft
Outlook

247 billion emails are sent each day - one email every
0.00000035
seconds
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
in 2014.
100 per day
240 work days
=24,000 per year
24,000
2 min each
=48,000 min
Average processing time is
1-3 min
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
- File
- Options
- Mail
Allows you to have your email open without distractions while you're working in other programs
Search Folders
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
Quick Steps
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?
- File
- Options
- Mail
- Signatures
*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...
Unsubscribe!

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!
In Conclusion
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
THANK YOU!
Please complete the evaluation on the EducationPATH
Full transcript