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Communication and Collaboration

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  • 8:30 a.m. In today’s world, it seems as if everything and everyone is online.  Figuring out how to manage the communications that bombard you can be overwhelming and time consuming.  This workshop will provide practical techniques on how to manage your digital communications and how to collaborate effectively with others.  Participants in this hands-on session will learn strategies and free or low-cost tools for calendars and scheduling, email blasts, using forms to collect data, document sharing, and managing group projects on-line. Class size is limited to 28 participants.
  • 8:35-8:50 a.m. (15 minutes)
  • Quick – What you want vs what we are focused on learning
  • 8:55-9:00 a.m. (5 minutes) What else?
  • (5 minutes) When we are faced with TOO many communications to manage, our productivity diminishes. Electronic communications increase the number of messages our brain must process each day. People handle this differently. Some simply chose not to respond. Others become overwhelmed and get nothing else done other than answering questions and messages all day long. Yet others begin to group and organize the messages and their day. The key is how to remain productive while communicating effectively. Why be productive you ask? One of the first reasons to be productive is to ensure we are creating positive results in our professional life. The one way to ensure we are meeting the expectations of those in our work life (boss, staff, clients, donors, constituents) is to know what needs to be done and make sure it is getting done. If we do not have a handle on our communications and waste too much time collaborating on tasks, it is difficult to meet deadlines and expectations. Being productive is being efficient with out time. This not only allows us to get more done with our time, but it also allows us to spend time on the things we WANT to do versus what we HAVE to do. How many of you enjoy cleaning your house or doing laundry? These are things I don’t enjoy doing, but it is something I must do. That requires me to make sure that I am not spending more time cleaning and doing laundry then spending time with my sons. Being more efficient does not mean you have to work more. For some of us, that is a natural state, but for others, it is a means to having a balanced, quality life. Finding a way to manage the communications occurring around us helps create a constructive, organized way to also measure your output or what you are doing each day. Those who are GOAL oriented will find this very motivating. Others should look at this as a way to focus ourselves on the things that MUST be done versus those that don’t need to be done.
  • First step is to GROUP and ORGANIZE these communications.
  • (5 minutes) First step is to GROUP and ORGANIZE these communications.
  • 9:15 am (10 minutes) The first step to effectively managing yourself, your communications and digital inputs is determining if it requires your immediate attention. If you master nothing else, it is that ability to IGNORE, Turnoff or ELIMINATE the distractions of those less that essential contacts. Before answering your phone or opening an email, ask yourself these questions: Does this require a decision by me immediately? If not, then it can wait until you have allotted time to pay attention to these things. Is this a area of top priority that needs my constant attention? Only you know if it is really a priority or not. Think about where you are at the time and if the input is more important than what you are doing at that exact moment. What are you saying to the person you are with? Is this critical to my job performance? If you are working on a time critical project and something comes in about it, then make it important. Do I have the time and attention for this input right now? How many times are you unable to focus at the task at hand but try anyway. If it is important, finish what you are doing then move on to that task. Can this wait? If it can, then stay focused on what you are doing.
  • 9:25 (5 minutes)
  • 9:30 First step is to GROUP and ORGANIZE these communications.
  • 9:31 – 5 minutes
  • 9:37 (5 minutes)
  • 9:45 (5 minutes)
  • 9:50
  • 9:55
  • 10:00
  • Should break between 10-10:05; allow 15 minutes
  • Return by 10:15-10:20
  • 10:20
  • 10:20 (DEMO)
  • 10:30 (demo)
  • 10:40 (demo)
  • 10:45
  • 10:50
  • 10:55
  • 11
  • 11-11:30

Transcript

  • 1. Communication and Collaboration Master the Digital World to Improve Efficiency Sheila Burkett
  • 2. Introductions
    • Sheila Burkett, Tuxedo Park Management
    • Business Owner
      • Tuxedo Park Management
      • Spry Digital
    • Business Process Improvement Background
    • Sr. Lecturer, UMSL
    • INTRODUCE YOURSELF
      • Name
      • Company You Are With
      • What You Want To Learn Today
  • 3. Agenda
    • Managing and Organizing Communications
    • Identify the Right Tools
    • Available Tools
      • Calendaring & Scheduling
      • Email & Newsletters
      • Surveys and Data Collection
      • Groups and Collaboration
    • Explore Tools
    • Wrap Up
  • 4. Too Many Communications! Surveys Meeting Requests Voicemail Newsletters Meeting notes Tasks to Complete Work Schedule Personal Schedule Personal EMAIL Snail Mail TEXT Message Social Media Phone WORK EMAIL YOU
  • 5. Productivity is the key!
    • Yielding POSITIVE results
    • State of being efficient
    • Measure of output
    • Constructive
  • 6. Too Many Communications! Surveys Meeting Requests Voicemail Newsletters Meeting notes Tasks to Complete Work Schedule Personal Schedule Personal EMAIL Snail Mail TEXT Message Social Media Phone WORK EMAIL YOU
  • 7. Organize the Inputs Voicemail, Personal Email, Snail Mail, Meeting Requests Social Media, Surveys, Friends, Family JUST FOR FUN ONCE A DAY IMMEDIATE/URGENT TWICE A DAY Email, Calendar, Tasks/ToDos Kids, Husband, Clients, Boss, Text Msgs
  • 8. What is Immediate?
    • Requires a decision at that moment?
    • Is it a top priority?
    • Current time is committed to that person, activity or task.
    • Critical to your job performance.
    • You have the time and attention for it at that immediate moment.
    • Always ask, CAN THIS WAIT?
  • 9. Knowing What Is Immediate
    • Identify tools
      • Text messages
      • Phone
      • Alerts
    • Types of things to send via this method
      • Calendar Reminders
      • Tasks reminders
      • Know who is calling (caller id/contact list)
  • 10. Organize the Inputs Voicemail, Personal Email, Snail Mail, Meeting Requests Social Media, Surveys, Friends, Family JUST FOR FUN ONCE A DAY IMMEDIATE/URGENT TWICE A DAY Email, Calendar, Tasks/ToDos Kids, Husband, Clients, Boss, Text Msgs
  • 11. Time Block Those Daily Items
    • First Thing In Morning
    • Before/During/After Lunch
    • End of Day
    • Do not take calls unless urgent; let them go to voicemail.
    • Communicate when you check mail/calls with staff, clients
    • Under a minute, handle immediately
    • More than a minute, schedule time to handle
  • 12. Plan your day/week
    • End of Day Planning
      • What needs to be rescheduled
      • Time blocked to do tasks tomorrow
    • Week Ahead Planning
      • Identify pre-work and schedule in calendar
      • Verify project tasks and schedule time
    • Day before confirmations
      • Allow for travel time, traffic and parking
    • Check of to do lists
  • 13. Know Yourself & Others
    • Time it takes to do a task
    • Be realistic about your timeframes
    • Account for others ability to manage time
    • Develop techniques to stay focused
      • Get people off phone
      • Get others out of office
      • Leave on time
    • Learn to say no if you have too many things on your plate.
  • 14. Identify the Right Tools Communications and Collaborations Needs Assessment
  • 15. Identify the Right Tools
    • What are your needs?
      • Types of most common communications
      • Groups you need to work with
      • Information being shared
    • What hardware tools are available?
      • Computer
      • Phone
    • What current software tools are available?
  • 16. Identify the Right Tools
    • Environment
      • Where do you work most of the time?
      • Is wireless available?
      • Is internet available?
    • Level of technical comfort
    • Level of organization comfort
  • 17. Break 15 minutes
  • 18. Types of Tools Available Communications and Collaboration
  • 19. Email
    • Tool to organize incoming and outgoing communications
    • Personal vs Work
    • POP vs IMAP or Sync
    • Eliminate SPAM or JUNK (create a Junk Email)
  • 20. Email – Options for Personal
    • Gmail (mail.google.com)
    • GMX Mail (gmx.com)
    • Yahoo Mail (mail.yahoo.com)
    • Windows Live Hotmail (hotmail.com)
    • Zoho mail (zoho.com)
    • GoDaddy or other hosting services to get personal domain and email account
  • 21. Calendaring
    • Google Calendar (calendar.google.com)
    • iCal (mac – apple.com)
    • Microsoft Outlook
    • Thunderbird
      • http:// www.mozillamessaging.com /en-US/thunderbird/
    • Rainlendar
      • http:// www.rainlendar.net/cms/index.php
    • Microsoft Live calendar (calendar.live.com)
  • 22. Scheduling
    • Doodle.com
    • Sharing on Google Calendar
    • Google Apps Marketplace has many that integrate with Google Calendar
    • Outlook Group Calendar
    • Not many “free” offerings.
  • 23. Newsletters
    • Consider
      • Pricing based on #contacts vs #emails sent
      • Reputation on protecting being flagged as SPAM
      • Tools available for tracking
      • Tools for creating emails
    • iContact
    • ConstantContact
    • MarketVolt
    • MailChimp
  • 24. Surveys and Data Collection
    • Google Docs (docs.google.com)
    • SurveyMonkey (surveymonkey.com)
    • SurveyGizmo (surveygizmo.com)
    • Most email marketing have integrated survey options
  • 25. Groups and Collaboration
    • What Types of Collaboration?
      • Projects
      • Information and Pictures
      • Group Discussions
    • Google Groups (groups.google.com)
    • Yahoo Groups (groups.yahoo.com)
    • 37 Signals (37signals.com)
    • Google Business Apps (ManyMoon)
    • Zoho
  • 26. Did you know?
    • TechSoup.org offers discounted software and hardware to NPOs
    • Google Business Apps Premier is free for NPOs
    • Grassroots.org offers free technology services to NPOs
  • 27. Explore Tools
    • Pick one area of focus
    • Create an account (most of what we talked about is free)
    • Explore and ask questions
  • 28. Questions & Contact Info
    • Sheila Burkett
    • Spry Digital, LLC
    • 314-249-6571
    • [email_address]