staff meeting 011910 commitment to excellence

Commitment to Excellence

Email to win, meeting magic & office effectiveness potpourri

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Commitment to Excellence

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Objectives

»Smarter email habits

»Post-meeting follow-up

»Office tips odds & ends

Email to winSave time, make friends, laugh more

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Email to win

How many emails do you get every day?

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Email to win

Email = Respect

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Email to win

Email = Time

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Email to win

Email = Love

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Checking email

»Email is our lifeblood

»Don’t miss events/responsibilities/projects

»Respect others’ work

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Reading email

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Most important first!

»Time-sensitive

»Pic, Mike, Blakely

»Your manager

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Team next

»Team members

»Projects you’re working on

»Partners

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Lists last

»Mass emails

»Daily updates

»Fun stuff

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Response time

»Most important – ASAP

»Team – half-day max

»Lists – time-permitting

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Target your emails

1 email = 1 idea

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When to include people on email

»Directly involved?»Valuable POV?»Will they be annoyed if NOT included?

»When in doubt: include

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Writing email

Brevity is the soul of wit

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Writing email

One-liners are beautiful

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The Rule of 5 BlackBerry Screens

Any longer, make it a call

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Format to read

»Bullet

»Bold

»Short grafs – 4 lines max

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Your subject line should say it all

FWD: re: re: RE: pd8293 stuff

OR

Matt: EchoDitto agreement for review – due today

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Respect = cleaning it up

10 seconds makes life easier

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Take things offline

»Passions rising

»Overly complex

»Not getting anywhere

»Making somebody look bad

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Matt’s Go-To Email Tips

»Mow through

»Batches don’t work

»Name in subject gets a response

Meeting magicThe art of the follow-up

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We’ve covered meetings

»Target, objectives, agenda

»Resulting in›Shorter meetings›More productive meetings›Better ideas

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Room for improvement

»Set-up & follow-through

»Resulting in›Smarter scheduling›Better post-meeting results›Finishing faster

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Set up meetings smarter

»Check the calendar – and keep your calendar updated

»Get your own dial-in› FreeConferenceCall.com

»Include more in invite› Dial-in info› Agenda

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It’s all about the follow-through

Turn ideas into results

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At the end of the meeting

»State deliverables

»State timeline

»Send notes

»Schedule due dates

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Run the meeting, own results

»1 owner

»Rally results

»Educate staff

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Great developers ship

Office effectiveness potpourriA grabbag of workplace delight!

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Too busy to remember it all

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Documents: Name it smart

agreement.doc

or

DRAFT 350-ACE partnership agreement 11510 - EA.doc

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Documents: Name it smart

»Always a draft

»All organizations listed

»Clear title

»Date

› Time, if revised that day

»Initials of last editor

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Documents: 1 page or bust

“If I had more time, I would’ve made it shorter”

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Format to read

»Bullet

»Bold

»Short grafs – 4 lines max

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Managing up

»Get out in front

»Send unsolicited updates

»Set meetings

»Send follow-up

»Friendly reminders

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Bulletproof yourself

Pre-emptive strike – of information

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Start new conversations

»Show successes

»Ask for help when stuck

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Make life easier

They will notice!

Matt Stewart@mjfstewart