Finding the 25 th hour technology time management tools to ease your pain
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Finding The 25 th Hour: Technology & Time Management Tools To Ease Your Pain. NABE/NCBP/NCBF February 2003 John R. Maley, Indianapolis [email protected] Why Talk About Time Management & Technology Is Your Bar’s Website Doing All It Can For You Maximizing What You Get Out Of The Web

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Finding The 25 th Hour: Technology & Time Management Tools To Ease Your Pain

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Finding the 25 th hour technology time management tools to ease your pain

Finding The 25th Hour: Technology & Time Management Tools To Ease Your Pain

NABE/NCBP/NCBF February 2003

John R. Maley, Indianapolis

[email protected]


Our agenda

Why Talk About Time Management & Technology

Is Your Bar’s Website Doing All It Can For You

Maximizing What You Get Out Of The Web

Remote Connectivity

Maximizing PDAs/Laptops

Managing Phones

Managing Meetings

Managing Paper

Managing Your Day

Managing Email

Selecting and Managing Tech Vendors

Our Agenda


Why talk about time management technology

Why Talk About Time Management & Technology?

  • How Many Of Us Could Use More Time?

  • How Many Of Us Have Missed A Deadline?

  • How Many Of Us Have Forgotten A Task – Perhaps Right After The Phone Call?

  • How Many Of Us Feel Out Of Control Some Days?

  • How Many Of Us Could Provide Better Service & Be More Professionally Satisfied?


Think of the most productive people you know

Think Of The Most Productive People You Know

  • Are They Really Smarter?

  • Do They Work Harder Than You, Or Just More Efficiently?

  • Or Are They Just Better Organized, Better Time Managers, And Maximizers Of Proven Technologies?


But who is this guy from indiana

But Who Is This Guy From Indiana?

  • Lessons From Managing Technology At My Firm

  • Lessons From Managing My Own dot.com

  • Lessons From Service As 2002 President of Indianapolis Bar Associations


Is your bar s website doing all it can for you

Is Your Bar’s Website Doing All It Can For You?

  • Do You Have A Site?

  • Is It Current?

  • Do Members Use It?

  • Who Is Responsible For Upkeep?

  • Is It A Stale Brochure Or A Daily News Source

  • Can Members Join/Renew On-Line

  • Can Members Register & Pay For Events On-Line

  • Is The Back-End Automated?


Your website

Your Website

  • How Is Your Traffic?

  • Do You Even Know?

  • If Not You Can And Should – Webtrends

  • IBA Statistics: 15,000 indybar.org Pages Viewed In December, 1900 Visitors Who Hit The Site More Than Once

  • Is Your URL A Logical & Easy One?

  • Are You Pushing Your URL As A Brand?

  • Are You Posting Your Own Digital Photos?


Getting the most out of the web otherwise

Getting The Most Out Of The Web Otherwise

  • Do You And Your Staff Use The Web Otherwise?

  • What Connectivity Do You All Have: T-1? DSL? Cable? Dial-Up?

  • Do You Open Several Browsers Each Day?

  • To Your Website? To Google? To Others?

  • Is Your Staff Using Bookmarks


Remote connectivity

Remote Connectivity

  • Do You Have Access To Office Email Today Remotely?

  • How About From Home?

  • How About Your Staff?

  • What Happens When Someone Is Out Sick?

  • What Are Your Options For Remote Connectivity?


Maximizing pdas laptops

Maximizing PDAs& Laptops

  • Paper Is The Evil Of Time Management & Productivity – Laptops & PDAs Are The Solution

  • Never Take A Paper Note Again – NEVER!!!!!!!!!!!!!

  • ALWAYS Have A PDA With Keyboard Or Laptop

  • Take Organized, Brief Notes – But Use TASK As Your Keyword, And Assign DATE And STAFF or VOLUNTEER For Accountability

  • Immediately After Meeting, Get Notes To PC, Calendar Dates & Tasks, & Email To Whomever Needs Them


More pda tips

More PDA Tips

  • UltraLight Laptops For Exec. Staff

  • PDAs For All Others w/Keyboard

  • Get A PDA With Combined Cell, Email, Contact Dbase

  • Sync Daily

  • Include Contact Info & Details In Appt Box


Managing phones

Managing Phones

  • Phone Calls Can Impede Good Time Management – But Sometimes There’s Still No Substitute For The Phone Call

  • But Most Bar Management Can Be Done By Email

  • Know Who Uses Email & Who Doesn’t

  • Force Your Leadership To Email

  • Make Daily Voice-Mail Messages


More phone tips

More Phone Tips

  • Invite Email Instead Of Voice-Mail

  • Try Emailing In Response To Phone Calls

  • Keep Vmail Box Clean – Don’t Store Things There

  • Listen To Vmail Only 1x

  • Check Vmail Over The Weekend


Managing meetings

Managing Meetings

  • Meetings, Like Paper, Are A Time Management Black Hole

  • Avoid Meetings When Possible

  • Ensure Start & Stop Time and Agenda

  • Get Meetings Started On Time

  • Ensure Reminders Go Out 5 Days & 1 Day Prior

  • Consider PowerPoint For Your Agenda


Managing eliminating paper

Managing/Eliminating Paper

  • Avoid Paper Like The Plague

  • Stop Generating Paper

  • Don’t Paper File Things You Have Electronically

  • And Convert Paper To Electronic Medium When Keeping Something

  • Never Touch Paper More Than 1x, Certainly Not More Than 2x

  • Create Customized Post-It Notes


Managing your day week month year life

Managing Your Day, Week Month, Year, Life

  • At End Of Each Day Spend At Least One Minute Planning Next Day

  • Manage Others’ Expectations Of You Through Email Rule & Vmail Message

  • Schedule Workouts, Vacations, Doctors’ Appointments, etc. Well In Advance

  • Protect Your Mondays & Fridays So You’ll Keep Your Weekends


Managing email

Managing Email

  • More On This From Me At 10 a.m., But For Now:

    • Use Multiple Folders

    • Use Multiple Rules

    • Subject Lines

    • Teach Staff Email Protocol


Selecting managing tech vendors

Selecting & Managing Tech Vendors

  • Big Is Not Always Better

  • Importance Of Relationships

  • Managing Costs


My 5 closing tips

My 5 Closing Tips

  • Rid Your Office Of Paper

  • Let Your Bar Website Be Your Main Communication & Registration Vehicle

  • Don’t Give Out Your Bar’s Address Or Fax # Unless Asked (& Then Still Resist!)

  • Equip All Staff With PDAs With Keyboards

  • Learn How To Manage Email Before It Manages You


Questions

Questions?


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