boost team performance by 15% via the smart use of … · boost team performance by 15% via the...

1

New Management Strategies for the Digital Age

Workbook

Boost Team Performance by 15% via the

Smart Use of Technology

A Get Control! University Class

Get Control! of Leadership

2 All Materials ©2003‐2018 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].

Do Not Copy or Distribute Without Permission. The COTA System is Patented.

Welcome!

Hi! I’m Mike Song, author, speaker, trainer and CEO of

GetControl.net. Today, you’ll discover exciting new tips

that will boost your performance in a flash!

Special Gift: Please visit

getcontrol.net/free and download a

free copy of my latest e‐book, Time

Management: You’re Doing It

Wrong! It is packed with easy‐to‐

implement productivity tips,

strategies, and video links.

Please email us with questions,

feedback, or concerns at [email protected] . We love

hearing from you!

Warm Regards,

Mike Song is a time management thought leader who has written three best‐selling

books. Mike has been interviewed by the following organizations:




Table of Contents The Four Week Plan ...................................................................................................................................... 4

GCL Profile Assessment ................................................................................................................................. 7

GCL Profile Strategies .................................................................................................................................... 8

Week 1 Probe: Assess TQ, ID Pain Points, Find Tech Champs .................................................................... 10

Probe Notes: What Did You Learn? ............................................................................................................ 13

Week 2 Act: Master and Share Tips, Get to “Wow!” .................................................................................. 14

Act: How to Demonstrate a Zip! Tip ........................................................................................................... 15

1 The Transformer: Change Email into Scheduled Tasks .................................................................... 16

2 The Email Searchbot: Find Messages Fast ....................................................................................... 17

3 Prioritizer: Highlight What Matters Most ........................................................................................ 18

4 The Dictator: Double Speed and Accuracy of Mobile Writing ......................................................... 20

5 The Amazing AutoCorrector............................................................................................................. 21

6 The Draftinator: Save Time and Boost Clarity via Templates .......................................................... 23

Bonus Zip! Tips: ....................................................................................................................................... 25

Act Notes: What Did You Learn? ................................................................................................................. 30

Week 3 Com: ID Channels, Assess Etiquette, Monitor Quality ................................................................... 31

Team Communication Questions ................................................................................................................ 32

What to Use When ...................................................................................................................................... 33

Effective Email Communication: BLUF ........................................................................................................ 34

Explanation of A‐B‐C Email Quality Tool ..................................................................................................... 35

Discuss E‐Com Ideas – Determine Top 5‐10 ............................................................................................... 36

E‐Com Notes: What Did You Learn? ........................................................................................................... 37

Week 4 Charter: Team Talk, ID Best Ways, Build Team Charter ................................................................ 38

Charter Notes: What Did You Learn? .......................................................................................................... 40

Sustain the Results via Get Control! University .......................................................................................... 43

Best‐Selling Books – Award Winning E‐Learning ........................................................................................ 44




The Four Week Plan

Is it smart to invest four hours in Get Control! of Leadership?

Can technology save time and boost performance?

On average, Get Control! strategies save participants 30 minutes per day.

1. # of Team Members =____________

2. X 30 Minutes Saved Per Day =____________

3. X 245 Work Days Per Year =____________

4. Divided by 480 (Convert to Days) =____________

Insight: This is the number of 8‐hour work days your team could save each year!




Determine Tech IQ for Leader

Please circle the most appropriate answer below.

Tech IQ Questions Strongly Disagree

Disagree Agree StronglyAgree

1 2 3 4

I know how to auto‐text long, complex frequently used phrases in 3 keystrokes.

1 2 3 4

I have 5 or more useful email templates that I can insert in 3 keystrokes.

1 2 3 4

I often use the advanced search email toolbar to cut search keystrokes by 80%.

1 2 3 4

I often use phone dictation to rapidly create line spaces, bullet points, and other symbols.

1 2 3 4

I have a useful meeting template that I rapidly insert into calendar invites in just 3 clicks.

1 2 3 4

I can auto‐dial a teleconference number and passcode in one tap.

1 2 3 4

I have created 5+ email rules so that low priority email skips my inbox and is neatly filed.

1 2 3 4

I have/taken the time to learn advanced features of all new tech devices and software.

1 2 3 4

I know a shortcut that delivers 100 internet search engine results instead of 12.

1 2 3 4

I consider myself to be very tech savvy. If you agree – list your area(s) of expertise below: _________________________________.

1 2 3 4

Leader Instructions: Sum the totals from each answer using the 1‐4 scale shown at the top. Divide by # of team members to come up with your team’s average Y Score. Total Y Score_______




Determine Tech Coaching IQ for Leader


Tech Coaching IQ Questions Strongly Disagree


1 2 3 4

I always find ways to help my team better leverage technology to boost performance.

1 2 3 4

I share useful tech tips with my team at least once a month.

1 2 3 4

I’m comfortable teaching tech tips to my direct reports, manager, and clients.

1 2 3 4

I have identified at least 3 tech champions on my team to help everyone in a specific tech area.

1 2 3 4

I have helped my direct reports understand specific areas where they need to improve their tech skills.

1 2 3 4

I have recommended specific, targeted tech training to my direct reports to boost performance.

1 2 3 4

I have a way to chart the progress of my team’s overall tech skill level over time.

1 2 3 4

I know my team’s top 3 biggest technology pain points and have developed a plan for addressing them.

1 2 3 4

I have developed an annual Tech Action Plan with my team containing goals, tech champs, and standards.

1 2 3 4

I have a plan of action for my team so that we excel when the next big tech upgrade/change occurs.

1 2 3 4

Leader Instructions: Sum the totals from each answer using the 1‐4 scale shown at the top. This is your Tech Coaching score. Total X Score_______




GCL Profile Assessment Plot the scores you recorded on the prior two pages to the corresponding Y and

X axis below.

My Tech Skills Quotient Score is (Y) ________________

My Tech Coaching Quotient Score is (X) ________________

Y

X




GCL Profile Strategies

Emerging Techie Your score indicates that you are relatively inexperienced with tech

tips and tech coaching. No problem! This is NOT rocket science!

Take a deep breath and realize that the simple tips you’ll learn will

instantly move your tech skills past 90% of all professionals. Since

you are a bit of a novice, practice each tip at least 10 times. It will

build your confidence when you go to share it with others.

Rehearse your first sharing experience over and over. Let

colleagues know that even you – a beginner – could master a tech skill. Remember that a

big part of the Get Control! of Leadership plan is to identify your most tech‐savvy colleagues

and ask them for help. Recruit these power users as reverse mentors and you will be on

your way to becoming a Tech Exec!

Tech Rock Star You have strong tech skills but need to work on your tech

coaching skill set. Your Get Control! of Leadership challenge is to

turn your ease with technology from a me thing to a we thing.

The key is to ask, How can my team leverage the tech insights

that I use every day? What are my greatest tech hits? Why

haven’t these teammates already mastered these ideas? What

would be a good relaxed forum for sharing insights? Make sure you rehearse your delivery

and then provide a polished, enthusiastic demo. Humbly explain how your investment in

learning Zip tips paid off. Go slow! What is obvious to you will be initially confusing to your

direct reports. Jump off the stage and hold their hands as they discover the exciting ways

that technology can boost performance. You’ll receive a record‐breaking standing ovation

from the crowd!




Needs Tech Plan You’re a great tech coach and you’re open to learning new ways

to get more done. The only piece of the puzzle that is missing for

you is a game plan. Two questions you may be asking are:

Which tips are the best? And Where do I begin?

Review the Get Control! of Leadership Four Week Plan carefully

and think about how you will implement it with your team. Relax!

It’s a road map that tells you what to ask, say, and do over the next 4 weeks. Take a little

extra time to practice and master at least 5 Zip! Tips so that you can impress your team

by walking the walk. Motivate your team to better leverage technology every day over

the next few weeks. Uncover tech pain points and find your tech rock stars. Follow the

step‐by‐step plan over the next four weeks and you’ll see fantastic results. In the final

meeting, create a Get Control! of Leadership Charter that puts your team on a permanent

path to performance excellence.

Tech Exec Tech Execs never stop learning!

Tech Execs know there is always another great tech tip right

around the corner. Never lose your passion for sharing these

insights with colleagues at all levels of tech proficiency. Make Get

Control! of Leadership an annual process that helps you and your

team outperform again and again.

Maintain regular Zip Tip sessions and always be on the lookout for new tech champions who

can help the entire team. Find creative ways to recognize team members who help everyone

get more done by sharing useful Zip tips. Stay humble! Technology is constantly changing,

morphing, upgrading, etc. Use your ever‐growing Get Control! of Leadership skills to rise to the

top of your field!




Week 1 Probe: Assess TQ, ID Pain Points, Find Tech Champs Spend an hour asking your team crucial questions relating to technology. Take careful notes about what

bothers them the most.

1. Where do we spend the most time when it comes to technology?

2. What are our biggest technology‐related pain points?

3. How much of your day is spent on:

a. Email (Outlook, Gmail, etc.)

b. Meetings: Live and virtual (Webex, GoToMeeting, etc.)

c. Searching for websites, documents, info, email, etc. (Google, Bing, etc.)

d. E‐Communications including text, IM, or social media (Skype for Business, Yammer, etc.)

e. Specific tech tools (Examples: Salesforce.com, Smart Phone, EMR for healthcare

providers)

4. What are your biggest time management pain points? What slows you down the most?

a. Is it hard to keep up with all the email and meetings? Explain.

b. Is it hard to find information in our shared document area?

c. Is miscommunication a frequent occurrence via email, text, etc.?

5. Are you so busy that you find it hard to learn all the time‐saving features of your technology?

6. What kinds of tech skills would be most useful to learn?

7. What area of technology do you feel you are worst at?

8. What area of technology do you feel you are best at? Can you show me something that you

think would benefit the whole team?

9. Any general thoughts on technology and productivity?

10. What stresses you out the most?

Bonus Ideas

Come up with a few of your own Get Control! of Leadership questions for your team!

Ask about their personal tech preferences. Do they like Google, Apple, or Microsoft technology?

Decide who your future tech champions might be. What could they share with the team?




Determine Tech IQ for Team

Print these two pages and make copies for your team. Collect the scores. Then use the tool on page 7 to determine each direct report’s GCL profile. This is a proprietary test that may only be used by approved leaders with their immediate team within 30 days of taking this class. Please circle the most appropriate answer below.

Tech IQ Questions Strongly Disagree


1 2 3 4

I know how to auto‐text long, complex frequently used phrases in 3 keystrokes.

1 2 3 4

I have 5 or more useful email templates that I can insert in 3 keystrokes.

1 2 3 4

I often use the advanced search email toolbar to cut search keystrokes by 80%.

1 2 3 4

I often use phone dictation to rapidly create line spaces, bullet points, and other symbols.

1 2 3 4

I have a useful meeting template that I rapidly insert into calendar invites in just 3 clicks.

1 2 3 4

I can auto‐dial a teleconference number and passcode in one tap.

1 2 3 4

I have created 5+ email rules so that low priority email skips my inbox and is neatly filed.

1 2 3 4

I have/taken the time to learn advanced features of all new tech devices and software.

1 2 3 4

I know a shortcut that delivers 100 internet search engine results instead of 12.

1 2 3 4

I consider myself to be very tech savvy. If you agree – list your area(s) of expertise below: _________________________________.

1 2 3 4

Leader Instructions: Sum the totals from each answer using the 1‐4 scale shown at the top. Divide by # of team members to come up with your team’s average Y Score. Total Y Score_______




Determine Tech Coaching IQ for Team


Tech Coaching IQ Questions Strongly Disagree


1 2 3 4

I always find ways to help my team better leverage technology to boost performance.

1 2 3 4

I often share a simple tech tip with my team to help everyone get more done.

1 2 3 4

I’m comfortable teaching tech tips and tricks to my manager, direct reports and clients.

1 2 3 4

I have identified 3 tech champions on my team to help everyone in a specific tech area.

1 2 3 4

I have helped my teammates understand specific areas where they need to improve their tech skills.

1 2 3 4

I have recommended specific tech training to my colleagues to boost performance.

1 2 3 4

I have a way to chart the progress of my team’s overall tech skill level over time.

1 2 3 4

I know my team’s top 3 biggest technology pain points.

1 2 3 4

We have developed a formal Tech Charter that clearly spells out tech standards.

1 2 3 4

We have a plan of action when the next big tech change occurs in our work environment.

1 2 3 4

Leader Instructions: Sum the totals from each answer using the 1‐4 scale shown at the top. Divide by # of team members to come up with your team’s average X Score. Total X Score_______




Probe Notes: What Did You Learn?

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

The best time management strategy is to focus on the tasks that consume the most time!

‐‐ Mike Song




Week 2 Act: Master and Share Tips, Get to “Wow!”

Strategy: Think of unused technology features as helpful robots hiding

just below the fingertips of your people as they work. Demonstrate

your focus on boosting performance via technology by demonstrating 5‐

6 exciting Zip Tip Robots to your team. Your goal is to make them say,

“Wow!”

Your Robots:

1. The Transformer: Convert inbox email into scheduled tasks.

2. The Searchbot: Find what you need fast – get more done.

3. The Prioritizer: Categorize what matters most

4. The Dictator: Double the speed and accuracy of mobile writing

5. Amazing AutoCorrector: Type long, complex phrases in 3 keystrokes.

6. The Draftinator: Trigger useful email and meeting templates in a flash.

Additional Bonus Tips are Included




Act: How to Demonstrate a Zip! Tip

Key Steps to Big Get Control! of Leadership Success

1. Practice the tip 10 times in private.

2. Consider where you want to begin your Get Control! of

Leadership journey – a live or virtual meeting can work

well.

3. Dramatize the productivity pain point with passion and

raise the stakes.

4. Show them the “Wow!”

5. Ask them, “Was that new and useful? Can you use this

idea on the job?”

6. Walk them through the key steps and make sure they implement and practice the tip

right then and there.

7. Explain that you are beginning a one‐month project to help everyone better leverage

technology.

8. Ask them for their tips and ideas!

9. Move onto a few more tips if they are enthusiastic.

10. Repeat the process each week but try to involve tips from other team members.

Bonus Ideas

Many tech tips are easy to show in virtual meetings so consider remote meetings as a

possible forum.

One key to success is to triple check the steps needed for success – one wrong step and

the pathway will not work.

When showing step by step instructions – always show the product of your work. This

helps them see that it really works. So, if you create a template – trigger the template.

Have a back‐up tip ready if your first tip doesn’t work.

Your people are obsessed with their phones so consider buying an adaptor that allows

you to project your phone via an LCD projector. It makes for a very interested audience.




1 The Transformer: Change Email into Scheduled Tasks

1. Outlook for PC and Lotus

Click, drag and drop an email into your calendar or task icons to transform it instantly into

that kind of item. A copy of the email will remain in your inbox. This also works for

contacts within Outlook. You can also right‐click and drag an Outlook email and you will see

many useful options appear. For example, transforming the email with an attachment.

2. Outlook for MAC

Outlook for MAC users can click the event icon inside of an

email to instantly transform it into a calendar item in one click.

You may need to send the email invite to yourself.

3. Gmail

Open a Gmail message into the full expanded

view by clicking on the Expand arrow in the

upper right corner as shown. Then click on

More and then Create Event to instantly

transform an email into a calendar item.




2 The Email Searchbot: Find Messages Fast

1. Outlook Email Search Tips for All Desktop Versions

Click into the search rectangle and look up.

Notice the search narrowing buttons that appear on the Search Toolbar.

Try clicking combinations of these buttons to find email fast.

Example: Click on the From button and type a colleague’s last name and then

click on the Attachments button to locate all email from that colleague with

attachments. Try as many combinations as possible.

Click Flagged to isolate all flagged items or All Outlook Items to expand search to

all parts of Outlook.

2. Gmail Search Tips Before typing your keywords click on the triangle next to the

magnifying glass.

Use the search narrowing tools to rapidly find key messages.

Example: Click on the From Button and type a colleague’s last

name > Select that colleague > Then check Has attachments to

locate all email from that colleague with attachments. Try as

many combinations as possible.




3 Prioritizer: Highlight What Matters Most

1. Outlook PC and MAC: Categorize

Select Categorize from inbox or inside an email > Click All Categories or Edit Categories

> Follow simple prompts to add, edit, or delete categories (MAC users click on the + or –

to add or delete while PC users click on the self‐explanatory icons like New, Rename,

etc. > Try to use colors that have symbolic meaning to you.

Assign Color Categories: Open an email > Click Categorize > Select Category. You can

also right click on any email > Select Categorize > Select your color category.

2. Prioritize Key Senders via Color Coding

Outlook PC Using to Pre‐Categorize Key Senders via Color Coding

o Click File > Manage Rules and Alerts > Click New Rule.

o Click Apply on messages I receive > Next > Check From people.

o Click link below and add VIP name > From > OK > Next.

o Check Assign to the category > Select color category > OK > Finish > Apply > OK.

Outlook MAC:

o Highlight a key sender in your inbox > Click Rules > Edit Rules…

o Click + > Name Your Rule i.e. Supervisor, VIP clients, etc.

o Under Do the following – On bottom left box – Make sure Set Category is

checked > Click on box to the right and select the category.

Gmail

o Create labels by clicking on the tag icon and Create new.

o Auto‐Label Important VIP Senders: Check the box on the email in the inbox >

Click More > Create Filter > Check Apply the Label.

o Select Choose label… and select an existing folder label.

o You can also click on New Label to create a new folder category.

o Select Create Filter.




Lotus Notes

o Color Code Senders: From Lotus inbox – Select More > Preferences > Mail >

Select Sender Colors > Enter Email Address and Select Color.

o Isolate Email Sent Only to You: Click More > Preferences > Mail > Recipient

Icons > Check Mail sent only to me > A blue circle will appear next to mail sent

only to you in your inbox.

Microsoft 365 Outlook Web Version

o Right‐click on the email and click Create rule… > Click X next to It was sent to

and It includes these words.

o Click on the drop‐down triangle under Do all the following > Select Mark this

message below > Click With a category > Select a category > OK.




4 The Dictator: Double Speed and Accuracy of Mobile Writing

Click on the microphone next to the spacebar and try speaking the words in

parenthesis into your phone. Click Done when you are through with each section.

1. Speak Your Punctuation I am fine (period)

Is the project complete (question mark)?

Congratulations (exclamation point)

I have some concerns (comma) but I’ll approve it (period)

2. Use Your Colon in Subject lines! Action (colon) Send me your business plan by April 1st (period)

Request (colon) Please let me know if we can speak at 3PM today (period)

3. Add Line Spaces I am fine (period) (new paragraph) How are you (question mark)

4. Go to Next Line I am fine (period) (new line) How are you (question mark)

5. Add Bullet Points (dash dash) Please bring the LCD projector (period)

(dash dash) I will bring the donuts (exclamation point) (smiley face)

6. Add Spaces Within a Line or Number

15 (spacebar) 10 (spacebar) 14 (spacebar) is the date (period)




5 The Amazing AutoCorrector

JOB: This robot auto‐types long, difficult phrases in a flash

1. PC Outlook 2010, 2013, 2016

Click on File > Options > Mail > Spelling and Autocorrect >

AutoCorrect Options.

Type a short trigger phrase in the Replace box and the long phrase

in the With box.

Click on Add > OK. Then type trigger phrase and hit the spacebar

to test.

2. MAC Outlook 2011, 2016 and Most Apps

Click on System Preferences > Keyboard > Text.

Click + > Type a short trigger phrase in the Replace box and longer phrase in the With

box and make sure you quickly click Enter.

Trigger your Autocorrect by typing the short phrase followed by a space.

3. Gmail‐Chrome

Chrome has an Extension that enables AutoCorrect in Gmail.

Go to Chrome Browser > Click on 3‐line symbol in upper right corner.

Click Settings > Extensions > Get more extensions > Search for and download

ezAutoCorrect extension app.

To use tap on 3‐line symbol > Settings > Extensions > Under ezAutoCorrect > Options.

Place short, trigger phrase under Typo: and longer phrase under Replace with: > Make

sure you click Save before exiting.

4. PC Microsoft Office 2010, 2013, and 2016, Word, Excel

Click on File > Options > Proofing > AutoCorrect Options.

Type a short trigger phrase in the Replace box and the long phrase in the With box.

Click on Add > OK. Then type trigger phrase and hit the spacebar to test.




5. MAC Microsoft Office 2011 and 2016: Word, Excel

Open Mac Word, PowerPoint, or Excel and move your mouse to the top of the screen to

reveal the drop‐down menu > Select Tools > AutoCorrect

Type a short trigger phrase in the Replace box and your longer phrase in the With box >

Click on Add to save

Bonus ZIP! Tip: In many cases, the AutoCorrects you create will transfer from Word to

Excel and PowerPoint

6. iPhone and iPad Tap on Settings > General > Keyboard > Text Replacement > Tap the + sign

Place the longer phrase next to Phrase > Place your trigger phrase next to Shortcut >

Tap Save.

You can also add words that the iDevice commonly misspells without a trigger phrase.

7. Samsung Galaxy

Go to Home screen > Access your Apps list

Launch the Settings app < Go to System

Tap Language and Input > Select Samsung Keyboard

Tap the Setting gear icon > Tap Auto replacement to set the S5 to correct misspelled and incomplete words by tapping the space bar




6 The Draftinator: Save Time and Boost Clarity via Templates

1. Outlook PC Desktop Version Highlight any frequently used text within an email or Word document.

Click on Insert > Quick Parts > Save Selection > Name your selection and click OK.

To retrieve: Click on Insert > Quick Parts and select your Quick Part from drop down.

Click on your item to instantly paste it into your email or document.

To delete or edit a Quick Part, click on Insert > Quick Parts, right‐click on any item, and

then select Organize and Delete.

2. MAC Outlook 2011 and 2016 (Signatures)

Highlight the template you want to replicate and hit Command + C (Copy).

Click on Signature > Edit Signatures > + > Click Untitled and name template.

Place your mouse in the signature box and hit Command + V (Paste).

Now test your template > Open an email > Place your mouse in the body of the email.

Click on Signatures > Click on your new template and watch it pop into your document.

3. MAC Word 2011 and 2016 (AutoText)

Open a Mac Word document and create and highlight your template.

On the topmost menu, click on Insert > AutoText > AutoText > New.

Name your snippet and click OK.

To use, go to topmost menu and click Insert > AutoText > AutoText… > Then scroll to

your AutoText and double click to insert into the document.

4. Gmail (Canned Responses)

From Gmail > Select Gear > Settings > Labs > Enable Canned Responses.

Enter formatted text in new email and click the small triangle on lower right > Select >

Canned responses > Click New canned response > Create name > OK.

To use, open a new email > Click on small triangle in lower right > Canned Responses.

Select the template you created under Insert > It will pop into your email. You can also

Edit or Delete Canned Responses.




5. Lotus Notes (Stationary) From your inbox, click on Tools > Stationary > New Stationary > Message.

Add your draft snippet and click Save.

Name your snippet and click OK.

To use, go to Tools > Stationary and double‐click on your draft.

6. Microsoft Web Version (My Templates)

Highlight the snippet you want to replicate and hit Control + C (Copy).

Click on Add‐ins > My Templates > Scroll to the bottom of your templates > + Template.

Name your template > Place your mouse in the rectangle and hit Control + V (Paste).

Click Save. To use your template: Open an email and place your mouse cursor where you want the

template to go > Click Add‐ins > Click on the template to pop it into your email.




Bonus Zip! Tips: 7 The Zip Zone: Zip to Documents and Websites via Lower Toolbar

Windows PC Users

Right‐click on your lower, horizontal toolbar, just right of center.

Uncheck Lock the Taskbar if it is checked > Right‐click and click on Toolbars > Links.

A dotted bar will appear with the word Links next to it in the lower right corner > Click

and drag the Links bar to the left to create more space for your ZipZone.

Right‐click on the word Links and uncheck Show Text.

Right‐click on the word Links and select View and click Large Icons.

Left‐click and drag documents, folders, and websites (small icon on left) to the toolbar.

Right‐click on the icon and select Properties > Change Icon. Select one that has meaning

for you and click on Apply and OK. Free custom icons at www.getcontrol.net/free.

Mac Users

1. Documents and Folders: Determine your most‐used locations and click and drag them

to your rightmost, bottom dock area. You may be able to drag Share Drive Folders or

SharePoint folders.

2. I recommend changing the icons of folders and documents to distinguish them. You can

download free icons at www.getcontrol.net/free.

3. To change the look of your docked folders – drag and drop an icon or image into the

folder and rename the image 000 Image name. This will cause the folder to adopt the

look of the graphic. This only works for folders.

4. Websites: Add highly used websites by dragging the icon next to the address in the

browser to the dock.




8 The Auto Dialer

JOB: Saves thousands of clicks per year by having the phone dial secondary phone numbers.

Simply add 3 commas between primary and secondary numbers to auto‐dial the whole

number. The easiest way is to do this in Outlook or Gmail and synch your phone.

Example: 712‐432‐0899,,,422684#

iPhone users can follow these steps:

Open the address book on your phone and open the contact for your teleconference or

voicemail.

Select Edit > Then click to the right of the first phone number and select +*#

Click on Pause > Repeat two more times to add three commas after the number.

Enter the pass‐code number after the commas > Click Done.




9 The Google Searchbots

1. The Centurion: Get 100 results from 1 single Google query by

bookmarking this link:

https://www.google.com/?complete=0&ion=0&num=100

2. The Weather Fetcher: Get a fast weather forecast by typing in

your postal code plus the word temp.

3. The Package Tracker: Find any FedEx, UPS, or DHL package in a flash by simply

typing the tracking number into your search engine. The carrier will give you a

link without having to log into the carrier’s website.

4. The Flight Tracker: Type in your airline and flight number to get an up‐to‐the‐

second report on arrival time, gate number, or delays: United 235.

5. The Converter: Convert almost anything in a flash: dollars to pesos, gallons to

liters. Just type the word into between whatever you want to convert.

6. The Site Searcher: Search for info on only one website by typing site: followed

directly by the URL and a search term: site: www.getcontrol.net email class.

7. The Specifier: Placing quotes around any phrase or name gives search results

for that precise term: “Out of office”.

8. The Calculator: Type any math equation into the search box and the answer will pop

right out in an instant, along with a nice advanced‐function calculator.

9. The Dictionary: Simply type the word define and any phrase or word for which you need

a description, and your Searchbot delivers the dictionary definition in a flash.

10. The Clock: Simply type the word time and any city name to get the current time at that

location.




10 The Volume Crusher: Filter Out Low Priority Repeat Email Senders

1. Outlook PC 2010, 2013, and 2016

From the Outlook Inbox, highlight any email from a low‐priority, repeat sender.

Select Rules > Always move messages from.

Double‐click on the email folder to which you want the email to be sent in the future.

Option: Click New to create a new folder if needed.

2. Outlook MAC 2011 and 2016

Make a note of the name of the destination folder’s name.

From Outlook inbox, highlight a low priority sender.

Click Rules > Move Messages from Sender Name…

Type the exact name of the destination folder into the search term box > Click on the

folder name when it appears > Click Choose.

3. Gmail

Check the box to the left of any Gmail email.

Click on More > Filter messages like these > Click Create filter with this search.

Check Skip the Inbox and Apply the label > Choose Label.

Select Label > Click on Create filter.

4. Lotus Notes Highlight any low‐priority email.

Click on More > Create Quickrule > Check When Sender > Select.

Choose or create folder.

5. Microsoft 365 Web Version

Right‐click on the email and click Create rule… > Click X next to It was sent to and It

includes these words > Click Select one… > Select the destination folder > OK.




11 The ZipCutter: Keyboard Shortcuts that Save Time

Top‐Ten Windows Computer Shortcuts

1. Control + Z: Undo multiple steps fast by hitting Z over and over again

2. Alt + Tab: Toggle rapidly between all open programs

3. Windows Key + Tab: Toggle through 3D view of open programs in Windows 7 and 8

4. Control + A: Select all

5. Control + C: Copy anything that is highlighted

6. Control + X: Cut (and later copy) anything that is highlighted

7. Control + V: Rapidly paste anything that has been copied

8. Control + F: Instant keyword search of any document, email, or web page

9. Control + the plus or minus sign: Enlarge or decrease the size of any web page

10. F12: File > Save As for all Microsoft PC Office Documents

Top‐Ten Mac Computer Shortcuts

1. Command ( ) + Z: Undo multiple steps fast by hitting Z over and over again

2. Command ( ) + Tab: Toggle rapidly between all open programs

3. Command ( ) + Shift + 3: Take a screenshot

4. Command ( ) + A: Select all

5. Command ( ) + C: Copy anything that is highlighted

6. Command ( ) + X: Cut and later copy anything that is highlighted

7. Command ( ) + V: Paste anything that has been copied

8. Command ( ) + F: Instant keyword search of any document, email, or web page

9. Control + the plus or minus sign: Enlarge or decrease the size of any web page

10. Command ( ) + Spacebar: Open Spotlight Search




Act Notes: What Did You Learn?

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

Whomever activates the most robots – wins!

‐‐ Mike Song




Week 3 Com: ID Channels, Assess Etiquette, Monitor Quality

List All Team Communication Channels Below

1. ____________________________________

2. ____________________________________

3. ____________________________________

4. ____________________________________

5. ____________________________________

6. ____________________________________

7. ____________________________________

8. ____________________________________

9. ____________________________________

10. ____________________________________

11. ____________________________________

12. ____________________________________

13. ____________________________________

14. ____________________________________

15. ____________________________________




Team Communication Questions

1. What communication channels do we use to communicate?

2. How well do we communicate?

3. What are some of our biggest communication challenges?

4. Is it hard to build engagement in an increasingly remote, virtual workspace? Why?

5. Do we email when we should talk live?

6. Do we often send emails that are confusing or too long?

7. Do you often get email where the action is buried in the middle or bottom of the

message?

8. Do email threads get out of control?

9. Do we overuse reply all?

10. Are people in virtual meetings losing focus?

11. Could we do a better job of documenting meeting action items?

12. Does everyone know how to use our IM system (Lync, Skype for Business, Sametime,

Google chat, etc.)?

13. Is it common for members of our team to text and drive?

14. Is it common for people to miss key meeting content due to the fact they are multi‐

tasking or sending email?

15. Do some people have minimal participation in virtual meetings?

16. Is it clear when to respond to an email sent by a high‐level person at 11:30 PM that is

marked Important or Urgent or both?

17. Is Facebook and social media hurting productivity?

18. Can we find documents easily in our shared folder or document management site?

19. Do you get interrupted a lot?

20. Add your own questions relating to specific technologies used by your team.




*Karen Leland & Keith Bailey, Customer Service for Dummies, IDG Books, 1999, excerpted from “Like it or Not, Voicemail Is Here to Stay,” Sterling Consulting Group, 2004 Press Release.

What to Use When

Two

Way

IM | Text | Social Media

Use for short two‐way discussions – quick answers

Not confidential – Manage interrupts by turning off, or setting to do not disturb

Use IM1B: Important, < 1 minute, business related

Live Meetings

Best for complex, critical, controversial or confusing issues – most costly type of meeting

Use when being there has meaning for team

One

Way

Phone

___% of business calls answered by voicemail

Use when vocal inflection is important

Keep voicemail to 1‐2 points – say phone # slowly

Email

Use for documentation, fast distribution and simple messages

Not good for long team discussions via reply all, decision‐making, emotional or sarcastic messages.

One Way or Two Way?




Effective Email Communication: BLUF Always put your Bottom Line Up Front via the ABC Tool

In many ways, email is the single biggest process that occurs in

any organization. It’s the number one communication channel

and it represents a huge chunk of an organization’s knowledge

base. The A‐B‐C approach is designed to improve the very,

broken process of e‐communications like a six sigma, TQM, or

LEAN improvement project.




Explanation of A‐B‐C Email Quality Tool

Strengthen the Subject Power up every message with one‐word categories like Action: Info: and Request: to communicate in a nanosecond. Use descriptive titles in the subject line that reference concrete events, documents, people, times, and places.

Sculpt the Body A brief, warm greeting consists of a single greeting sentence at the top of your message. Use a salutation like "Hi" in the United States or "Dear" in Europe and Asia. Use your recipient’s first name and then a positive word such as "Thanks for the great presentation last week".

The A‐B‐C Structure Action Summary: Use one to two sentences that summarize your key point

or action. The key is to move the main point to the top of your message because people don’t read email — they scan it. Include a response time whenever possible. Dig up the context by avoiding vague phrases like “Sounds good”. Instead, be specific such as, “Confirmed: I’ll attend the executive meeting on April 12”.

Background: Bullet points and numbers provide easy‐reading and clearly

define each point you are trying to make. Use bold paragraph headings followed by a colon to let readers know the contents of each section up front without reading every word.

Concise Close: Place next steps and niceties at the end. This is where you

can add some chit‐chat if needed. Ending with a clear auto‐signature builds context for your recipients. It tells them who you are and what you do.




Discuss E‐Com Ideas – Determine Top 5‐10

1. Define the best communication tool for common types of communication

2. Strengthen email subject lines using ABC approach

3. Use ABC and BLUF method to sculpt the body of emails

4. Use Face Down and Focus technique to boost morale

5. No more texting and driving – we value our peoples’ lives

6. Arrive early to virtual meetings

7. Create a 10‐minute meeting buffer

8. Create a power draft template for team meetings

9. Use virtual meeting chat more frequently in meetings to boost engagement

10. Use virtual meeting chat for contests, survey and polls

11. Use virtual meeting chat for a “favorites” ice‐breaker

12. Launch desktop share/web meetings more often

13. Use IM1B so that instant messaging is for Important, 1 minute, business‐driven topics

14. Use Facebook 5 for Social Media: Limit to 5 minutes per day

15. Rapidly Launch web meetings to boost engagement

16. Increase web cam skills and use to build engagement and rapport

17. Develop a code word and e‐com channel for urgent, same day responses

18. Develop a virtual meeting checklist for reduced tech glitches

19. Develop a virtual meeting checklist to boost engagement

20. Find, share, and practice key teleconference guidelines like Mute All

21. Use your web meeting or IM Poll function

22. Stop using text for anything that requires storage or extensive follow up

23. Embrace live meetings for critical, controversial, confusing or complex issues




E‐Com Notes: What Did You Learn?

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

Leaders who ignore technology‐‐ do so at their own peril!

‐‐ Mike Song




Week 4 Charter: Team Talk, ID Best Ways, Build Team Charter Based upon the prior three weeks of discussions and demonstrations with your team – Discuss and

agree on key team standards. Use template at www.getcontrol.net/free.

1. Create an Overall Get Control! of Leadership Mission Statement.

Use SMART goals.

Example: Our team will boost productivity by 15% by the

end of the year via the improved use of Gmail,

GotoMeeting, Webex, and Skype for Business.

2. Discuss and Document 6‐12 Key Standards

Download the PowerPoint template slide by completing the

form at www.getcontrol.net/free.

Pick most helpful robots that everyone will activate

i.e. Auto‐route low priority repeat senders via rules.

Pick specific tech strategies that everyone will use

i.e. Write ABC subject lines.

Determine how you will measure success.

3. Match Your People to Classes to Fill Skills Gaps and Build Super Heroes to Next Level

Recommendation: Pair each team member with a Get Control! class:

Email (Get Control! of Email)

E‐Calendar and virtual meetings (Get Control! of Meetings)

Smart Phones (Get Control! of iPad and iPhone)

IM (Get Control! of Skype for Business)

Effective communication coach (Get Control! of Email)

Organize digital documents and email (Get Control! Get Organized)

General time management (Get Control! of Time Management)

Digital notes (Get Control! of OneNote)

Search (Get Control! of Search)

Virtual and live presentations (Get Control! of Presentation Skills)

Webinar (Get Control! of Virtual Meetings)

Visit www.getcontrol.net for more technology seminars, webinars, and emodules.




4. Determine E‐Com Standards

What channel do we use for each circumstance?

How do we structure our stored, team information?

When do we turn technology off?

What is the greatest way to show that we care and are listening?

How will we stay safe?

5. Make it Official

Document Get Control! of Leadership Mission, best practices, and champions in a 1‐2‐

page document.

Ask for the entire team to sign onto the program.

See example below which can be downloaded at http://www.getcontrol.net/video‐library/




Charter Notes: What Did You Learn?

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

Without a plan to sustain the results, training is a waste of time!

‐‐ Mike Song




Quick Survey

Question Strongly Agree

Agree Disagree Strongly Disagree

The seminar provided valuable info I can use on the job.

I learned new and useful ideas that will boost my productivity and performance.

I would recommend this seminar to all colleagues.

The presenter was professional, helpful and well prepared.

This seminar will help me save 20 minutes a day or more.

I would give this seminar an overall rating of: (check below)

(*****) Excellent (****) Good (***) Average (**) Fair (*) Poor

Your opinion matters! Place additional comments on the back of this survey!

Yes! Please send me a free monthly email, smartphone, or meeting Zip! Tip. Yes! I’d like more info on team training or e‐learning. Name: ____________________________________________

Email Address: ____________________________________________ My GCL Y score is: _________ My GCL X score is: _________




Feedback on Class

Please let us know what you liked most and least! Please share any feedback on how we can

improve the module or help the facilitator do an even better job.

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________




Sustain the Results via Get Control! University

If you enjoyed this class, you’ll love our other Get Control! University modules. Ask your Learning and Development team about them or email us at [email protected] for more info. A complete schedule of upcoming Get Control! Webinars and a list of Emodules can be found at www.getcontrol.net

More Exciting Get Control! Modules




Best‐Selling Books – Award Winning E‐Learning “The perfect class for our national meeting! The program included e‐learning

that allowed us to train our entire organization at one low annual rate.”

Technology Email Meetings

“The new way to get more done!” ‐Ken Blanchard, Co‐author, The One Minute Manager®

“Brilliant, funny, and extremely effective!” ‐Paul Ruane, Dir. of Learning and Development, Schering Plough

Item #