Organizational Technology

1. Organizational Technology Presented by: Kimberley Neeson RPR, CRR, CSR, CCP, CBC Realtime Systems Administrator

2. People Individual court reporter Small firm owner (2-9) Medium+ firm owner (9+)

3. Process • What do you need to accomplish? • How will you accomplish it?

4. Technology • What technology do you require in order to do the job, be it hardware or software?

5. Calendar/Schedule Document Management Email Production Accounting Tools of Convenience Thoughts on Using Technology Areas to Explore

11. Outlook Calendar

16. Scheduling in ReporterBase

17. Assigning Reporters (Resources)

18. Calendar at a glance (1 day)

19. Reporter Base

20. Reporter Job Sheet - RB

21. What are the greatest challenges you face with email? Too many Distracting “Lose” important emails Forget to put emails in file folders Using multiple devices that aren’t syncing Junk email Group email Email

22. Tips for Email Organization

23. 5 minutes or less – deal with it now • 5 minutes or more – deal with it now OR decide when you’ll deal with it Tools to get through email: Touch It Once * To Do This Week * Task List

24. Focused Work v. Multi-tasking • Out of sight = out of mind • Turn off email alerts • Work in a “batch” mode, not every time you pause

25. Don’t let the tools rule you! • Scan for urgency first, and quickly categorize your emails • Leave yourself time to process emails every day • Your inbox should function like a short-term to-do list • Consider what deadlines and commitments you have to meet, and prioritize your work (use task lists, save emails to calendar, etc.) • 100 emails a day = 2 hours of review time so budget accordingly • If you use multiple platforms, use syncing for best use of time (Evernote, Outlook Tasks)

26. Making Time • Use your calendar – if you schedule it, it will happen! • Recharge your batteries – turn off! We are all super-connected and breaking this habit will take discipline and help • Your neuropathway needs to be reprogrammed and entrenched in the “new” habit • It takes one to two months to create a new habit • It takes discipline and work to change the current habit

27. Out with the old – in with the new!

28. Repetition creates a new habit • Don’t expect perfection – if you slip, don’t give up, commit to the new habit again • Create measurement and accountability – • Engage a colleague or family member to keep you on track and “call you out” when you slip • Track your success daily REMEMBER: WE ARE NOT EMERGENCY PHYSICIANS THE WORLD WILL KEEP TURNING IF WE TUNE OUT AND RECHARGE!!

29. We train people how to work with us Use these tools to drive your productivity… Don’t let the tools drive you!

30. Streamline your email folders  Inbox -  1. SPONSORS -  A B C +    2. PARTNERS +  3. RBC +  4. PROSPECTING +  5. SORT

31. Final Tips for Email • Choose certain times of the day to look at email; advise senders of those times • Create email channels for things like group email • On your tablet/handheld – set different “sounds” for important emails you want to flag • Create rules for certain emails, i.e. junk mail • Use search filters like Xobni - Xobni • Use Microsoft Exchange to manage emails on many devices

32. Many programs available and not an expensive purchase Quickbooks - View QBQB Animate Simply Accounting - View SA RB8, Analyser Excel spreadsheets (included in Microsoft Office) NeatDesk – for expenses - View ND Taxes - TurboTax - H&R Block Accounting

33. A great tool for court reporters or small firms is Invoice2go - View I2G Tour I2G Inexpensive Billing Option

34. Production

35. Production Software • YesLaw • RealLegal • Min-U-Script

36. Reporter Base - Production

41. Document Management - Servers

42. Next Level

43. Tools of Convenience Meetings • Skype – Free • GoToMeeting – approximately $50/month • WebEx – monthly fee • GoToMeeting and WebEx allow you to share documents and see and hear multiple participants

44. Tools of Convenience • The SmartPen • The Handheld Scanner • ScannerPro App

45. Your Little Black Book • Evernote • Microsoft OneNote

46. Sharing • Dropbox • GoogleDocs • YouSendIt • Create your own FTP site • GoToMyPC and LogMeIn

47. Must have – Hotspot

48. Last thought… With regard to using technology - the tool will be as good as the talent of the person using the tool and their ability to leverage nuances within the tool.

49. ORGANIZATIONAL TECHNOLOGY • Presented by Kimberley Neeson RPR, CRR, CSR, CCP, CBC • Realtime Systems Administrator Links • Calendar/Schedule • Google Calendar • https://accounts.google.com/ServiceLogin?service=cl&passive=1209600&continue=https://www.google.com/calendar/render&followup=https://www.google.com/calendar/render&scc=1 • Outlook Calendar • http://office.microsoft.com/en-ca/outlook-help/calendar-i-outlook-calendar-basics-RZ010100073.aspx?CTT=1 • RB8 • https://www.omti.com/rb/products/products.asp • http://update.omti.com/OMTI/WebDownload/RB/Whats-Inside-RB8.pdf • Email • Xobni • http://vimeo.com/smartr/videos • Accounting • Quickbooks • http://quickbooks.intuit.com/online • http://www.youtube.com/watch?v=f-zAg8UG7pk • Simply Accounting • http://www.na.sageone.com/ • NeatDesk • http://www.neat.com/products/neatdesk • Taxes • http://turbotax.intuit.com/ • H&R Block • http://www.hrblock.ca/services/taxes_online.asp

50. ORGANIZATIONAL TECHNOLOGY • Presented by Kimberley Neeson RPR, CRR, CSR, CCP, CBC • Realtime Systems Administrator Links Billing Invoice2Go http://www.invoice2go.com/ http://www.invoice2go.com/tour.aspx Production YesLaw http://www.yeslaw.net/ RealLegal http://info.legalsolutions.thomsonreuters.com/reallegal/products/e-transcript/default.aspx Min-U-Script http://minuscript.com/musprovideolibrary.html Tools of Convenience Skype http://www.skype.com/en/ GoToMeeting http://www.gotomeeting.ca/fec/online_meeting WebEx http://www.webex.com/why-webex/overview.html The SmartPen http://www.livescribe.com/en-ca/smartpen/wifi-smartpen/features.html The Handheld Scanner http://www.vupointsolutions.com/browse.php?cat=scanner&page=PDS-ST420-VP ScannerProApp http://readdle.com/products/scannerpro/