The Office Organizer #4
Tracking multiple versions of a document
Here’s a familiar dilemma, posed by a reader of the Administrative Professional Today, who asked for advice on how to track multiple versions of a Microsoft Word document:
“I often type up handwritten reports for my boss, and then the document goes back and forth between us (and sometimes others) for revisions. The problem arises when three, six or nine months later he asks for a copy of the document. I often have problems locating the last version. Usually, I name each successive revision v1, v2, v3, etc., but often, before the final version is distributed, the name is revised slightly or changed.
“How can I monitor/track/organize documents through the endless revisions (including name changes) so that I can quickly retrieve the most recently revised version?”
Find three steps that Microsoft Office instructor Tonya Oliver recommends for managing Word documents in The Office Organizer: 10 tips on file organizing, clutter control, document management, business shredding policy, record retention guidelines and how to organize office emails.
The Office Organizer #5
Document sharing: 2 laptop tricks for your next meeting
Use your laptop to squeeze more productivity out of meetings. Here’s how:
- Share data. Say you want to share files, such as a copy of a presentation or background documents on what’s being discussed. Even if you have a wireless connection, sending clunky files by email takes time. Bring a USB flash drive instead.
- Take and distribute meeting notes digitally. Digital notes are easier to manage, archive and share than traditional paper notes. For Windows users, Microsoft OneNote has a few notable features that may help: The software allows you to organize notes into sections, flag a note so you can quickly identify it later and convert notes into Outlook tasks, appointments and contacts.
The Office Organizer #6
How to organize office emails: 4 techniques
Whether your email inbox is cluttered with spam or work-related email, following a few email management techniques can help you gain control of your wild inbox.
Find 4 email management techniques for Outlook 2003 users in The Office Organizer: 10 tips on file organizing, clutter control, document management, business shredding policy, record retention guidelines and how to organize office emails.
The Office Organizer #7
Become an email ninja to survive
Is it possible to clear out an email inbox—and keep it clear—daily? Yes, but you must be willing to change your behavior, says Michael C. Hyatt, president of Thomas Nelson Publishers, who writes on his blog about taking control of his own inbox.
Here’s one method Hyatt recommends for minimizing inbox buildup:
Read each message once, answering this question quickly: “Am I being asked to do something?” If so, there are only three possible actions:
- Do: Take action on the task now. Follow the two-minute rule: If you can do what’s being requested in less than two minutes, do it immediately. “This gets stuff off your to-do list before it ever gets on it,” Hyatt says.
- Delegate: Pass the task along to the person best equipped to handle it.
- Defer: Consciously decide you will do the task later. Either add the task to your to-do list or schedule an appointment with yourself to complete it.