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"As an IT manager, my team and
the bank at large depend on me to deliver in a dynamic environment
filled with information and priorities. I am not only more productive
in the true sense of the word at work, but I also have greater
balance in my personal life as well. Thank you McGhee for an
integrated management system!"
-- Manager, Major Financial Institution.
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Case Study: Microsoft Corporation
Client Scenario:
An overwhelming volume of internal e-mail was compromising productivity
in a department at Microsoft. Many messages did not communicate a clear purpose
or a required action. The problem was compounded by other challenges
common to fast-paced, technically astute environments. These
included:
- Too many interruptions in the hallway
affecting the work day
- An increase in burnout due to work-life
imbalances
- Staff frustrations rising from
project overload due to not knowing how to say "no"
- Employees and groups being reactive,
not proactive, in terms of key objectives
- Too much information was stored
in and flowing from too many places
Additionally, each individual was responsible for learning
the features and functions of the technological tools available,
but not within the context of their most effective use.
Our Solution:
The McGhee productivity solution was to work first with the
Vice President of the department. He found tremendous value
in his Executive Personal Information Management one-on-one
coaching session and wanted to share the approach with his directs.
Each of his directs then worked with MPS in a Senior Personal
Information Management one-on-one session. All reported they
were pleased with the results. MPS was then invited back for
group sessions with second and third-tier managers and their
divisional staff.
From this work, we were referred into other divisions of Microsoft,
including Sales, Marketing, MS Press, Learning and Development,
and others. We were later referred into the Training & Development
division, where we offered open Managing Action and Plans seminars
for all MS employees. During our 12 years of work with Microsoft,
at least 20,000 employees have participated in our program.
We have, through more personalized work, built solutions around
organization roles and have worked with complete work teams to
define protocols for more effective communications.
Results:
Using the MPS methods and protocols, Microsoft staff have been
able to:
- Reduce the volume of e-mail
- Reduce the number of e-mails in
their inboxes
- Reduce the number of interruptions
- Better track delegated tasks for
their teams
- Focus more proactively on their
individual and group objectives
- More effectively use Outlook as
an integrated management system
- Achieve greater work-life balance
- Centralize all their information
into one system
Case Study: Financial Institution
Client Scenario:
One division of a leading financial institution contacted us
for help with two major—and not uncommon—productivity concerns.
First, they were attending too many meetings not related to
their objectives. Second, e-mail was fast becoming the primary
method for communication. The latter resulted in many users
receiving 250 e-mail or more e-mail messages per day without knowing how to process
this much volume. Together, the meeting and mail issues left
staff with less time to think strategically and to be proactive
in their planning for individual objectives. Moreover, these
individuals recognized their need to:
- Learn how to lead more and manage
less
- Delegate more and find effective
systems to track delegations
- Use their administrators more effectively
- Move away from paper to 100% digital
systems
- Use Microsoft Office Outlook more effectively
Our Solution:
The McGhee productivity solution was to introduce our methods
and protocols at the division's top level through an Executive
Personal Information Management one-on-one session. The executive
implemented the processes and evaluated how the increase in
effectiveness could help the division. After working with MPS
on a productivity assessment, each of his directs worked with
MPS in one-on-one sessions, as well. Again, the results were
impressive. This led to our being brought in for group sessions
with second and third-tier managers and staff of their respective
divisions.
Since then, we have developed programs for the Training & Development
division that enable all Financial Institution employees to
enroll in Managing Objectives, Actions and Plans seminars. Additionally, we
have built solutions around organization roles and continue
our work to define protocols for more effective communications,
both internally and externally.
Results:
This financial institution has been able to improve productivity
in many areas through more effective and meaningful communications.
Additionally, participants feel they are much more focused on
the tasks essential to their objectives. Through pre-session
and post-session surveys and interviews we have achieved the
following results:
- 32% reduction in the time spent
on e-mail
- Over 80% reduction in the number
of e-mails in the inbox
- 33% reduction in time looking for
information
- Dramatic increase in the utilization
of the Tasks and Categories in Outlook
- Reduced the volume of e-mail, both
sent and received
- Reduced the number of interruptions
between team members
- Better preparation for staff and
one-on-one meetings
- Centralized all their information
into one system
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