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Click here for a one-page Overview (PDF)
The Personal Information Management Program is a one-to-one,
desk-side coaching program. The course is designed to enable
participants to dramatically increase their personal productivity
while improving the quality of their lives. The course supports
participants in creating an Integrated Management System using
Microsoft Office Outlook. This system manages a constant stream of
incoming electronic and voice mail communications, objectives
and projects and is centrally located, accessible and flexible.
By the end of the one-day coaching program, Executive Administrators
will experience a sense of relaxed, focused control, with all
objectives, projects, plans, action steps and information organized
in Outlook. Key issues addressed include: managing your boss'
calendaring, dealing with multiple meeting requests, staying
abreast of your boss' changing priorities, managing your tasks
while supporting your boss, dealing with interruptions, e-mail
overload, filing and finding and integrating personal and professional
priorities.
A 30-minute pre-call is conducted prior to the eight-hour coaching day to assess roles, objectives and appropriate customization. The program takes place on-site in the client's office.
Course Outline
Introduction
- Program overview
- Assessment of current objectives
and challenges
- Review the MPS Workflow Model
Collecting
- Setting up an effective Collecting System
- Collecting commitments and agreements into the Outlook TaskPad
Processing and Organizing
- Setting up an effective Action
System
- Creating Planning & Action categories
- Review the MPS Workflow Model
- Processing e-mail, voice mail, papers
and the Outlook TaskPad using the MPS Workflow Model
- Creating a Total Life To Do list
in the Outlook TaskPad
- Setting up an effective Reference
System using the Outlook Personal Folder list and My Documents
- Use the MPS Four D's to process
e-mail:
• Delete It
• Do It
• Delegate It
• Defer It
- Establish an e-mail protocol:
• Define the To, Cc, and Subject lines
• Create meaningful e-mails
- Define a communication protocol
- which digital devices to use when and where
- Integrate handheld devices, SharePoint™
and other related Microsoft productivity technologies
Prioritizing & Planning
- Set up an effective baseline calendar
- Prioritize and plan the Outlook TaskPad
- Plan the week against objectives
and priorities
- Maintain an Integrated Management
System
- Establish boundaries and routines
that support productivity
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