The CELEBRATION news"E"letter
Number 21, February 2001
by Laura M. Stack, MBA, CSP (Certified Speaking Professional)
Published by Celebration Presentations
…your Personal and Professional Development Resource
The CELEBRATION news”E”letter is a monthly electronic newsletter distributed to our clients, human resource personnel, and colleagues. Laura Stack helps people leave the office earlier, with less stress, and more to show for it! Our programs provide the personal productivity, communication, and professional development skills needed to improve performance on the job and create organizational growth.
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NEWS: I’m going to be doing some training for supervisors at the Jefferson County Sheriff’s office! I get to ride around with an officer to see how they spend their time and design their training. Now THAT’S dedication! I can’t figure out if I’m safer or in more danger riding in a cop car. : )
IN THIS ISSUE:
· Article: Microsoft Outlook Tips and Tricks
· Time Tips and Traps
· Words of Wisdom
· Featured Program: “Laugh Your Way to Success!”
ARTICLE: “Outlook Tips and Tricks” by Laura Stack, MBA, CSP
Since so many people seems to be using Microsoft Outlook to handle their email and calendars, I wanted to pass along some tips on how to stay organized. The most important thing to remember is that you should NOT keep old email in your in-box!!!! The biggest cause of in-box overload (and 1100 messages) is indecision. Once you’ve opened it, you MUST (1) delete it, (2) forward it, (3) reply to it (and delete it), (4) move it to Tasks (things you need to reply to but don’t have time to), (5) move it to your Calendar (meetings and appointments), or (6) move it to a Personal Folder (reference information only).
1. To move an email to the Task List:
· Right click on the email
· Select “Move to Folder…”
· Double-click Tasks
· Fill in the Start dates, Due dates, and Subject
· Click “OK”
Email will be removed from your in-box and attached to the task. When you double-click the task on the task list, the email will be attached and can be viewed.
2. To move an email to the Calendar (meeting and appointment-related emails):
· Right click on the email
· Select “Move to Folder…”
· Double-click Calendar
· Fill in the appointment or meeting date and time
· Click “OK”
Email will be removed from your in-box and attached to the calendar item. When you double-click the item on the calendar, the email will be attached and can be viewed.
3. Create personal folders to describe the different types of email you receive:
· Each person you work with frequently
· Projects
· Clients
· Personal
· Travel items
· Bulletins
4. To archive old email:
· Under “Tools,” Select “Options”
· Select “AutoArchive”
· Select the “Other” tab
· Click the “AutoArchive” button
· Specify how often you want to archive email and where you want it placed
5. To filter your email as it comes in, under “Tools,” Select “InBox Assistant” or “Organize,” depending upon your Outlook version. There you can set up rules for automatically moving email from particular people to certain folders.
6. To customize the layout on your screen:
· Go to “Calendar”
· Select “View,”
· Then “TaskPad View”
7. For things you need to do every week or month and forget to do (for example, TimeTrax every Friday before you leave):
· To set up a recurring activity, double-click on the TaskPad to enter a new activity
· Fill in the subject and click a reminder if desired
· Click on “Recurrence”
· Specify how often you would like the task to be scheduled for you
8. To automatically have Outlook find a time when all people can meet AND a conference room is available, select the names of the individuals you would like to attend and reserve a conference room by “inviting” it. When through, click “Autopick,” and Outlook will automatically show times that all people and the conference room are available.
9. When having multiple people edit a document, put the master document out on a shared drive. Then attach a SHORTCUT to the document in your email, not the original document. Each person will then be editing the master document, eliminating multiple edits on your part.
· Save your document to a shared drive
· Right click on the document in the file list to create a shortcut
· Email the shortcut to each person, not the original document
10. To automatically populate your address book, drag the email to Contacts; Outlook will fill in information automatically and keep a history of all emails from that person!
11. Use the “Notes” feature for anything you would normally put on a sticky note! If it’s something you need to DO, use Tasks. But for lists, such as grocery lists, gift lists, VISA DPS passwords, chores, errands, shopping lists, repair lists, birthdays, etc., the Notes feature is perfect! Simply Click “Notes,” “Actions,” and “New Note”
TIME TIPS AND TRAPS
· Change your mind-set. Some habits of thought and attitude eat our time without us knowing it, says Deborah Deford. These include negative emotions like worry and regret. Since worry is over things that haven’t happened yet, and regret is over things that have already occurred, neither has any place taking time in your present.
· If you suspect you’re not using your time as efficiently as possible, use a time log to keep track of HOW you spend your day. (Let me know if you need a sample form.) Write down what you’re doing throughout the day and how long it takes---you may find that you’re wasting time in surprising ways.
· Make a list of things that consume or waste your time. Separate the list into things you can’t do anything about and things that you can. Focus your energy on rethinking those you can change---and stop stressing over everything else.
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WORDS OF WISDOM
“The work will teach you how to do it.” -- Estonian proverb
“The ability to convert ideas to things is the secret of outward success.” -- Henry Ward Beecher
“When you’re up to your ass in alligators, it’s hard to remember that your purpose is draining the swamp.” -- George Napper.
“Think like a man of action, act like a man of thought.” -- Henri Bergson
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FEATURED PROGRAM: “Laugh Your Way to Success”
Most people are far too serious! In fact, U.S. workers consume over 15 tons of aspirin daily! Many of us have lost touch with the importance of fun in the workplace as a way of increasing creativity and communication, improving morale, and creating stronger teams. At the end of this lively session, you will learn strategies to inject humor into your day, increase your sense of humor, diffuse anger and tension, and help your co-workers lighten up!
Course Objectives
· Learn Why Humor is Necessary at Work
· Use Humor as a Tool to Counteract Stress
· Experience the Results of Lightening-Up!
· Learn Fun Humor Strategies!
· Inject Humor Into Your Organization
· Learn Humor Strategies to Help You Regain Your Sense of Humor
· See the Funny Side of Potentially Tense Situations
· Use Humor to Strengthen Relationships with Others
· Rediscover Happiness and Playfulness
· Use Verbal Aikido to Diffuse Tension
· Study Companies That Use Humor Effectively
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CONTACT US
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http://www.LauraStack.com
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Contact info:
Mailing address: 9948 S. Cottoncreek Drive, Highlands Ranch, CO 80130
Phone: 303-471-7401
Fax: 303-471-7402
Email: Laura@LauraStack.com
Website: www.LauraStack.com