Table of Contents

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