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Do ever you feel like you live at the office instead of your house? Do your coworkers see you more often than your spouse? Take back your workday and your life! Organize Your Work Day In No Time will show you how to use your work time more efficiently through simple time management and organization techniques. Author and professional organizer K.J. McCorry will show you how to organize paper and electronic files, deal with e-mail overload, use contact software to its full potential and structure and easy-to-follow action less to become more efficient while you're at work. You will also have access to downloadable shopping lists, worksheets, to-do lists and other helpful information to help you get and stay organized. Get more done in less time and get more time at home and away from work with the expert help of Organize Your Work Day In No Time.
Introduction.
I. UNDERSTANDING YOUR ORGANIZATIONAL ISSUES AND GOALS.
1. Knowing What You Want from Your Work Day.
Creating a Vision of Your Perfect Work Day.
Sketching Out Your “Perfect Day”.
Comparing Your Real and Ideal Work Days and Weeks.
Setting Priorities for Change.
Identifying Challenges You Face in Taking Control of Your Day.
Learning to Negotiate Your Commitments.
Matching Your Activities to Your Working Style.
Taking Back Your Time.
What’s Making You So Busy?
How to Take Back Your Time.
Summary.
2. Organizing Basics.
The Three Principles of Organizing.
Principle 1—Consolidate.
Principle 2—Categorize.
Principle 3—Create a “Home”.
Maintaining Your Organizational Plan.
Choosing a Time-management Tool.
Matching Your Tools to Your Personality and Style.
Using Paper-based Planning Tools.
Using Electronic Planning Tools.
Following the Rules of Time-management Tools.
Summary.
II. USING ORGANIZATIONAL TOOLS.
3. Joining the Electronic Age of Organizing.
Making a Case for Using Less Paper.
Moving into One World of Data.
Creating a Master Outline Structure.
Consolidating Systems.
Understanding the Technology of Electronic Organization.
Getting to Know Your System.
Performing Basic Computer Maintenance and Troubleshooting Tasks.
Summary.
4. Creating the Perfect File System.
Creating an Electronic File Structure.
Choosing a Storage Location.
Organizing Your Files.
Creating Subcategories for Your Documents.
Developing Standard Naming Conventions.
Archiving Files.
Finding Your Electronic Documents.
Creating Shortcuts to Find Files Fast.
Changing the Default File Location.
Inserting the Filename and Pathname on Document Pages.
Conducting a Document Search.
Keeping the Good Stuff Versus the Old Stuff.
Deleting Files and Folders.
Using the Recycle Bin or Trash Folder.
Purging Electronic File Systems.
Managing Paper Files.
Creating a Filing System.
Keeping Your System Up-to-Date.
Archiving Paper Files.
Scanning Paper Documents for Electronic Storage.
Choosing Scanning Software and Equipment.
Summary.
5. Using Your Contact Software to Its Full Potential.
Choosing Software to Manage Contacts and Schedules.
Contact Management Software.
Personal Information Managers.
Database Software.
Customer Relationship Management.
Email Software.
Comparing Contact Management and Personal Information Management Software Functions.
Using Contact Management Software: Throw Away the Business Cards!
Entering Contact Data.
Categorizing or Grouping Contacts.
Taking Notes and Tracking History.
Calendaring Efficiently.
Entering Events.
Adding Notes to Your Calendar.
Keeping a Group Calendar.
Creating an Action List.
Categorizing Tasks Within Your Action List.
Prioritizing Action Items.
Tackling Your Action List.
Keeping Task Notes.
Taking the Data with You—Using Handhelds.
Choosing a Handheld Device.
Summary.
6. Hardcopy: Using a Paper Planner.
Choosing a Planner.
Determining the Size.
Choosing the Page Type and Layout.
Using Your Planner Effectively.
Keeping Personal, Business, and Group Calendars.
Entering Appointments and Events.
Managing Loose Paper.
Tracking Action Items.
Coordinating Your Planner with Your Handheld.
Setting Up a System.
Printing Electronic Elements in Paper Planner Formats.
Summary.
III. MANAGING DAILY TASKS.
7. Improving Your Relationship with Email.
Spending Your Whole Day Doing Email?
Setting Email Time Limits.
Composing Email Effectively.
Following the Three Rs of Efficient Email: Read, Respond, and Remove.
Avoiding the Traps of Delayed Response.
Flagging Email for Follow-up.
Managing the Inbox.
Creating Filters and Rules.
Managing Incoming Email.
Consolidating Multiple Email Accounts.
Avoid Printing!
Building the File System.
Creating an Email File Structure.
Creating Folders.
Saving Emails in Other Forms.
Saving Attachments.
Archiving Emails.
Summary.
8. Managing Projects Effectively.
Defining and Developing the Project Plan.
Determining the Objective and Purpose.
Listing All the Action Steps.
Estimating Time and Due Dates.
Estimating the Budget.
Assigning Responsibility.
Tracking Notes and Comments.
Creating a Project Plan.
Using Project Management Software.
Creating a Hard-Copy Project Plan.
Implementing the Project.
Monitoring and Follow-up.
Delegating Effectively.
Managing the Documentation.
Summary.
9. Maximizing Meeting Time.
Why Are You Meeting?
Developing Agendas and Planning the Meeting.
Setting the Agenda.
Writing the Agenda.
Setting Clear Time Limits and Scheduling Breaks.
Notifying Participants.
Assigning Meeting Roles and Functions.
Filling the Leader or Facilitator Role.
Assigning a Timekeeper.
Using a Note-Taker.
Being an Effective Participant.
Tracking Individual Meeting Notes.
Tracking Personal Action Items.
Coding Your Meeting Notes.
Capturing Meeting Notes on Paper.
Capturing Meeting Notes Electronically.
Summary.
10. Making the Most of Your Day.
The Best Way to Manage Your Action Items.
Planning Your Day and Week.
Completing Your Action Items.
Managing Procrastination.
Managing Your Schedule and Interruptions.
Reviewing Your Calendar.
Minimizing Interruptions.
Maximizing Phone Time.
Answering the Phone.
Tracking Phone Calls and Messages.
Calling When the Time Is Right.
Avoiding Unnecessarily Long Phone Calls.
Summary.
A. References and Resources.
Organizing Associations and Organizations.
Suggested Reading and Viewing List.
General Organization.
Time Management.
General Business.
Other Books.
Technology Glossary.
Index.