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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
Senior Managers and their Administrators 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, Senior Managers 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 objectives against time and resources, creating the appropriate people architecture to support objectives, creating communication structures to report on results, leading versus managing, delegating, tracking delegated items, prioritizing time, preparing for one-on-one and staff meetings, managing the calendar, e-mail overload, e-mail protocol, filing and finding data easily.
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. A one-hour follow-up call is held one month after the coaching day. This program is facilitated by a MPS Senior Consultant.
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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