Index
A
ACC (Association of Corporate Counsel), 28
accounts (email), consolidating, 147
action items. See tasks
action lists (CMs/PIMs), 99-104
action steps (project plans), 160-161
active file drawers, 79
activities, tracking, 11-15
address book pages (paper planners), 117
Agenda Wizard, 181
agendas (meetings)
attendees, 180
date/time of meetings, 179-180
goals, 179
location of meetings, 180
meeting goals, 180
purpose of, 178
writing, 180-182
AIM@Work, 178
alphabetical organization, 45
America Recycles Day, 82
American Records Management Association (ARMA), 28
annual events, entering in paper planners, 122
answering phone calls, 208
appointments
confirming, 97
entering into electronic calendars, 95-97
entering into paper planners, 121-122
scheduling, 203
archiving
email, 152-154
ARMA (American Records Management Association), 28
Association of Corporate Counsel (ACC), 28
attachments (email), 151-152
AutoText function (Word), 194
avoiding
printed email, 148-149
procrastination, 201-202
unnecessarily long phone calls, 211
B
bills, adding to paper planners, 124
BlackBerry, 107
.bmp file extension, 78
brainstorming sessions, 160
breaking down tasks, 160
breaks, scheduling during meetings, 181-182
budgets, estimating, 162-163
business, projects, and clients drawers, 80
C
C drives, 51
calendars
electronic, 94-98
reviewing, 203
CAN-SPAM Act, 145
Certain Software, 185
chronological order, organizing documents in, 45
classic-size planners, 113
ClickBook, 119
CMs (contact managers), 90
action lists, 99-104
calendars, 94-98
categorizing/grouping contacts, 91-92
comparison of, 88
coordinating with paper planners, 126-129
daily tasks, 100
deadlines and due dates, 103
entering contacts, 90-91
immediate tasks, 100
initiatives and development, 102
notes and journal entries, 92-93
priorities, 103-104
projects, 101
reading and review, 102
routine tasks, 100
task notes, 104
urgencies and crisis, 101
coding meeting notes, 193
Collins, Jim, 105
Columbia University, 164
comments in project plans, 163-164
communication
negotiation skills, 16-17
nonverbal language, minimizing interruptions with, 206
notifying meeting participants, 183-185
phone calls, 208-211
compressed files, 77
Computer Professionals for Social Responsibility, 139
computer technology, 50-54. See also email
C drives, 51
ergonomic tips, 55
maintenance and troubleshooting, 53-54
servers, 51
confidential files, 80
confirming appointments, 97
consolidating information, 26
electronic data, 49
email accounts, 147
paper documents and data, 28-29
records retention policies, 28
unnecessary information, purging, 27
contacts
categorizing/grouping, 91-92
entering into CMs and PIMs, 90-91
entering into Word, 90-91
Controlling the Assault of Non-Solicited Pornography and Marketing Act, 145
coupons, adding to paper planners, 124
crisis, tracking with CMs/PIMs, 101
CRM (customer relationship management) software, 87-88
CubeDoor, 206
The Cult of Information: The Folklore of Computers and the True Art of Thinking, 20
customer relationship management (CRM) software, 87-88
D
daily tasks, tracking, 100
Data Smog, 20
database software, 87
day planners. See paper planners
Day Runner, 119
Day-Timer, 119
days, planning, 199
deadlines, tracking, 103
default file locations, changing, 71
defragmentation, 53
delegating tasks, 169-170
desktop planners, 113
Detail view (Windows Explorer), 67
Digital Women, 119
discs, archiving documents to, 70
discussions, recording during meetings, 189-190
disk drives. See drives
distributing notes, 190
.dll file extension, 77
.doc file extension, 77
documents, electronic
adding filenames/pathnames to, 73
adding to folders, 62-64
archiving, 69-70
creating subcategories for, 65-66
default file locations, 71
deleting, 74-75
file extensions, 77-78
file organization software, 65
finding, 70-73
meeting notes, 193-194
naming conventions, 67-68
purging, 75-77
shortcuts, 70-71
temp files, 76-77
documents, paper-based, 28-29, 78-79
archiving, 82
categorizing and locating, 29-30, 80
homes for, 30
maintaining, 81
managing, 170-172
records retention policies, 28
scanning, 82-83
tabbing and labeling, 80-81
unnecessary information, purging, 27
dominators, 191
archiving documents to, 69
disk defragmentation, 53
E
e-meetings, 177-178
Ekeba International, 185
electronic calendars, 94
adding notes to, 97-98
entering events into, 95-97
group calendars, 98
multiple schedules, 95
adding filenames/pathnames to, 73
adding to folders, 62-64
archiving, 69-70
creating subcategories for, 65-66
default file locations, 71
deleting, 74-75
file extensions, 77-78
file organization software, 65
finding, 70-73
meeting notes, 193-194
naming conventions, 67-68
purging, 75-77
shortcuts, 70-71
temp files, 76-77
electronic file systems, 57-58
adding files to folders, 62-64
archiving files, 69-70
creating folders, 60-62
default file locations, 71
deleting files, 74-75
file extensions, 77-78
file organization software, 65
filenames/pathnames, 73
finding files, 70-73
naming conventions, 67-68
outline structure, 59
purging files, 75-77
Recycle Bin/Trash folder, 75
shortcuts, 70-71
storage locations, 58-59
subfolders, 65-66
temp files, 76-77
views, 67
electronic folders
adding files to, 62-64
creating, 60-62
email, 150
historical file folders, 69
Recycle Bin/Trash, 75
subfolders, 65-66
views, 67
electronic planners. See CMs (contact managers); PIMs (personal information managers)
email, 133-134
adding to paper planners, 124
as alternative to meetings, 177
archiving, 152-154
attachments, 151-152
brevity and conciseness, 137-138
file structure, 149-150
filters/rules, 144
flagging for follow-up, 141-142
folders, 150
incoming mail, managing, 146-147
multiple email accounts, consolidating, 147
policies, 139
printed email, avoiding, 148-149
protocol, 142-143
reading, 140
responding to, 140-141
saving as templates, 138
saving in other forms, 150-151
signatures, 136
spam, 145
subject lines, 136
time limits, 134-136
writing, 136-138
Email Policy, 139
Enfish, 65
ePolicy Institute, 139
ergonomic tips, 55
Event Management Systems, 185
events, entering into electronic calendars, 95-97
.exe file extension, 77
EzVoice, 209
F
facilitated meetings, 160, 186-187
FastTrack Schedule, 167
file systems. See electronic file systems; paper file systems
File Wise, 65
FileQuest, 65
files. See electronic documents; paper documents
filters (email), 144
finding files, 70-73
flagging email for follow-up, 141-142
focus, maintaining, 103
folders (electronic)
adding files to, 62-64
creating, 60-62
email, 150
historical file folders, 69
Recycle Bin/Trash, 75
subfolders, 65-66
views, 67
follow-up
flagging email for, 141-142
project follow-up, 169
freehand writing, 160
G
geographic location, organizing documents by, 45
.gif file extension, 78
goals
challenges and obstacles, 15-16
ideal work days, 10-16
negotiation skills, 16-17
personal mission statements, 18
priorities, 14-15
project plans, 159
time management, 21-22
work styles, 17-18
Good To Great, 105
graphics files, 78
Green Earth Office Supply, 42
Green Field Paper, 42
group calendars (electronic), 98
grouping contacts, 91-92
H
habits, creating, 204
handhelds, 106
coordinating with paper planners, 126-129
online resources, 107
Palm OS, 107
Pocket PC, 107
standard features, 108-109
hanging files, 171
hard drives, 51
hard-copy project plans, 167
Healthy Computing, 55
HIPAA (Health Insurance Portability and Accountability Act), 28
historical file folders, 69
home office interruptions, 207
homes (for information), 30
.html file extension, 78
I
ideal work days
challenges and obstacles, 15-16
compared to real work days, 11-15
determining, 10-11
immediate tasks, tracking, 100
inboxes (email), managing, 143-144
incoming email, managing, 146-147
Inform, Inc., 42
.ini file extension, 77
initiatives, tracking, 102
International Ergonomic Association, 55
Internet conferencing, 177-178
interruptions
avoiding, 207
deferring, 205-206
home office interruptions, 207
minimizing with nonverbal language, 206
tracking, 204-205
invitations, adding to paper planners, 124
Iron Mountain, 28
J-K-L
Jones, Laurie Beth, 18
.jpg file extension, 78
junk email, 145
jv16 Power Tools, 75
labeling paper files, 80-81
latecomers to meetings, 182
leaders of meetings, 186-187
logs
Activity Tracking Table, 13
Time Spent: Reality Versus Ideal, 14
loose paper, managing with paper planners, 122-124
M
mail, electronic. See email
margin time, building in, 162
master outlines, 44
electronic file systems, 59
organizational levels, 45-47
writing, 47-49
.mdb file extension, 77
media discs, archiving documents to, 70
meetings, 175-176
agendas, 178-182
alternatives to, 176-177
breaks, 181-182
e-meetings, 177-178
entering in paper planners, 121-122
facilitated meeting, 160
guidelines, 187
Internet conferencing, 177-178
latecomers, 182
leaders/facilitators, 186-187
meeting notes, tracking, 192-194
note-takers, 188-190
notifying participants of, 183-185
participants, 190-191
planning, 178-182
problems, dealing with, 191-192
reasons for, 176-177
Robert’s Rules of Order, 187
time limits, 181-182
timekeepers, 188
unnecessary meetings, 176
when to attend, 177
Meetrix, 178
MegaMeeting, 178
messages (email). See email
messages (phone), 209-210
Microsoft Project, 167
Microsoft Word. See Word
Milestones, 168
mind-mapping, 160
Mission Statement Builder, 18
mission statements, 18
monitoring projects, 169
.mpeg file extension, 78
multiple email accounts, consolidating, 147
My Places toolbar, adding shortcuts to, 71
Myth of the Paperless Office, 42
N
names, organizing documents by, 45
naming conventions, 67-68
National Do Not Call Registry, 208
negotiation skills, 16-17
Net Simplicity, 185
New Folder command (File menu), 60-62
New Folder dialog box, 62
new habits, creating, 204
nonverbal language, minimizing interruptions with, 206
note-takers (meetings), 188-190
notebooks, using as planners, 126
notes
adding to electronic calendars, 97-98
capturing electronically, 193-194
capturing on paper, 193
coding, 193
distributing, 190
entering in CMs/PIMs, 92-93
filing, 190
project plans, 163-164
taking during meetings, 188-190
task notes, 104
tracking, 192-194
notes pages (paper planners), 118
notifying meeting participants, 183-185
numerical order, organizing documents in, 45
O
objectives (project plans), 159
off-track discussions, dealing with, 192
Office Depot, 43
Office file extensions, 77 “one world of data” approach, 44
onlineorganizing.com, 28
organizational levels, determining, 45-47
organizational plans, maintaining, 31-32
outbursts during meetings, 192
outlines, master, 44-49
P
pages (paper planners)
address book pages, 117
notes pages, 118
Palm OS, 107
palminfocenter.com, 107
paper-based project plans, 167
paper consumption, reducing, 42-43
archiving, 82
categorizing and locating, 29-30, 80
homes for, 30
maintaining, 81
managing, 170-172
records retention policies, 28
scanning, 82-83
tabbing and labeling, 80-81
unnecessary information, purging, 27
paper file systems, 78-79
archiving, 82
categorizing and locating files, 80
consolidating, 49
maintaining, 81
master outlines, 44-49
“one world of data” approach, 44
scanning, 82-83
tabbing and labeling files, 80-81
paper planners, 111-112
action items, tracking, 124-125
address book pages, 117
appointments, entering, 121-122
classic size, 113
coordinating with electronic planners, 126-129
desktop size, 113
guidelines for use, 35-36, 120-121
inserts, 114
loose paper, managing, 122-124
manufacturers, 119
notes pages, 118
pocket size, 113-114
pros and cons, 33-34
spiral notebooks, 126
“paperless” offices, 42-43
participants (meetings), 190-191
passwords, 49
pathnames, adding to document pages, 73
The Path: Creating Your Mission Statement for Work and for Life, 18
pdabuyersguide.com, 107
pdabuzz.com, 107
PDAs (personal digital assistants), 106
online resources, 107
Palm OS, 107
Pocket PC, 107
standard features, 108-109
.pdf file extension, 78
perfect work days
challenges and obstacles, 15-16
compared to real work days, 11-15
determining, 10-11
Perma Easy Files (Wilson Jones), 172
personal digital assistants. See PDAs
personal drawers, 80
personal mission statements, 18
.pgn file extension, 78
as alternative to meetings, 177
answering, 208
messages, 209
returning, 209-210
screening, 208
tracking, 209
unnecessarily long calls, avoiding, 211
voice mail, 210
PIMs (personal information managers), 90
action lists, 99-104
calendars, 94-98
categorizing/grouping contacts, 91-92
comparison of, 88
coordinating with paper planners, 126-129
daily tasks, 100
deadlines and due dates, 103
entering contacts, 90-91
immediate tasks, 100
initiatives and development, 102
notes and journal entries, 92-93
priorities, 103-104
projects, 101
reading and review, 102
routine tasks, 100
task notes, 104
urgencies and crisis, 101
Planner Pads Company, 119
planners. See also CMs (contact managers); paper planners; PIMs (personal information managers)
plans, project. See project plans
PM Forum, 164
Pocket PC, 107
pocket-size planners, 113-114
pocketpcmag.com, 107
pocketpcpassion.com, 107
policies
email, 139
scanning software and equipment, 83
PowerDesk, 65
.ppt file extension, 77
principles of organization, 31-32
categorizing information, 29-30
choosing homes for information, 30
consolidating information, 26
paper documents and data, 28-29
records retention policies, 28
unnecessary information, purging, 27
printed email, avoiding, 148-149
printing email, 148-149
priorities
assigning with CMs/PIMs, 103-104
setting, 14-15
procrastination, 201-202
Project (Microsoft), 167
Project Connections, 167
Project KickStart, 168
Project Magazine, 164
Project Management Institute, 164
project management software, 165-168
project plans, 157-158
action steps, 160-161
budget estimates, 162-163
documentation, 170-172
effective delegation, 169-170
hard-copy project plans, 167
monitoring and follow-up, 169
notes and comments, 163-164
object and purpose, 159
project management resources, 164
project management software, 165-168
task assignments, 163
time and due dates, 161-162
tracking projects with CMs/PIMs, 101
protocol (email), 142-143
.pst file extension, 77
purging unnecessary information, 27-29, 75-77
Q-R
reading email, 140
reading tasks, tracking, 102
records. See electronic documents; paper documents
recurring appointments, entering in paper planners, 122
Recycle Bin, 75
recycled paper resources, 42-43
Recycled Products Purchasing Cooperative, 43
recycling, 82
reducing
paper consumption, 42-43
spam, 145
reference file drawers, 79
responding to email, 140-141
responsibility, assigning, 163
retention policy guidelines, 28
returning phone calls, 209-210
reviewing calendars, 203
Robert’s Rules of Order, 187
roles (meetings), 185
leaders/facilitators, 186-187
note-takers, 188-190
participants, 190-191
timekeepers, 188
Roszak, Theodore, 20
routine tasks, tracking, 100
.rtf file extension, 78
Rules Wizard (Outlook), 144
S
Sarbanes-Oxley Act, 28
Save As dialog box, 62
saving
email as archives, 152-154
email as templates, 138
email attachments, 151-152
email in other forms, 150-151
Scan Tips, 83
scanning software and equipment, 82-83
scanning for viruses, 53-54
scheduling, 202
breaks during meetings, 181-182
calendar, reviewing, 203
interruptions, minimizing, 204-207
screening phone calls, 208
searching for documents, 73
Sellen, Abigail, 42
servers, 51
The Seven Habits of Highly Effective People, 22, 104
Shenk, David, 20
shortcuts
adding to My Places or Shortcut toolbars, 71
creating, 70-71
Shortcuts toolbar, 71
signatures (email), 136
size of paper planners, 112-114, 117-118
software, 85
comparison of, 88
CRM (customer relationship management) software, 87-88
database software, 87
Disk Cleanup, 75
jv16 Power Tools, 75
project management software, 165-168
scanning software, 83
System Cleaner, 75
spam, 145
spiral notebooks, using as planners, 126
sticky notes, 125
subfolders (electronic), creating, 65-66
subject lines (email), 136
subject, organizing documents by, 45
System Cleaner, 75
system files, 77
T
tabbing paper files, 80-81
Take Back Your Time, 21
Take Back Your Time Day, 21
talking during meetings, 191
assigning, 163
breaking down, 160
completing, 199-200
daily tasks, 100
deferring, 199
delegating, 169-170
deleting, 199
immediate tasks, 100
initiatives and development, 102
procrastination, 201-202
projects, 101
reading and review, 102
recording during meetings, 190
routine tasks, 100
task notes, 104
urgencies and crisis, 101
telephone calls. See phone calls
temp files, creating and purging, 76-77
templates, saving email as, 138
tentative meetings, entering in paper planners, 122
text-based files, 78
three-ring binders, 172
.tiff file extension, 78
time limits, email, 134-136
time management, 19. See also meetings
action items, completing, 199-200
calendar, reviewing, 203
days and weeks, planning, 199
email, 134-136
goals, 21-22
interruptions, minimizing, 204-207
phone calls, 208-211
procrastination, 201-202
Take Back Your Time Day, 21
technology and, 20
Time Spent: Reality Versus Ideal, 14
timekeepers (meetings), 188
.tmp file extension, 77
toolbars, adding shortcuts to, 71
tracking
action items, 124-125
activities, 11-15
interruptions, 204-205
meeting notes, 192-194
notes and comments, 163-164
phone calls, 209
Trash folder, 75
tree-free paper resources, 42-43
troubleshooting computers, 53-54
.txt file extension, 78
U-V
Universal Explorer, 65
urgencies, tracking, 101
Ury, William, 17
Utility Dog, 65
views, 67
virus scanning, 53-54
voice mail, 210
W-X-Y-Z
wanderers, 192
weeks, planning, 199
While You Were Out, 209
Wilson Jones Perma Easy Files, 172
adding contact data to, 90-91
Agenda Wizard, 181
AutoText function, 194
filenames/pathnames, adding to documents, 73
work activities. See activities
work habits, creating, 204
work styles, matching activities to, 17-18
.wps file extension, 77
.xls file extension, 77
.zip file extension, 77