June 2007 - An update from Nanci

Hi Kim,

I just wanted to thank you again for the wonderful Outlook class you and Rose Ann provided just over 2 years ago. I am still using many of the techniques I learned that day. One of my most recent additions was adding a hyperlink onto a signature that I frequently send out. Staff send me "change forms." After I've made the changes, I reply back to them with the signature "This has been entered and released." After they receive that e-mail, they are responsible for reviewing and approving the document. A couple of weeks ago, I added a hyperlink to the document directly below the regular message. I've gotten a lot of positive feedback from staff, saying it makes it so convenient to just do it right then! (which is what we want!)

I just recently did a couple informal Q&A's on Outlook for some of the admin staff, showing them many of the things I've learned. They're calling me the "Outlook Guru!" Now they know they can come to me when they have particular Outlook questions.

Have a great day!
Nanci

Good afternoon!

I wanted to let you know about all the exciting things I've been doing with Outlook & Time Mgmt since I took your Outlook Class in May. I've attached a copy of the email I sent my boss recently, as part of my 1/2 year check-in, updating her on all of the things I've been doing to become more paperless & more efficient in everything I do. I've also attached a Note I use frequently, when I need the extension of one of my co-workers that I call frequently. My boss even wants me to give a presentation to the Admin staff early next year, showing them all the cool things we can do with Outlook daily, in all aspects of our jobs!

Tasks

Since I have started using Tasks, I have gotten so organized! Each task I create challenges me to think of new and better ways to save time, save paper, and cut down on running around. I often assign tasks to some of my co-workers, when I need items from them. I process payroll, as well, and my Boss reviews certain payroll documents before payroll is ready for submission. I am able to convert the reports (created in an Access database) to Word, then attach them to a task for her. Since they're electronic copies, if she is out of the office when she needs to review them, she can access them from home or another computer, for review.

We have a copier that scans documents into PDFs, so we can email or fax them directly from the copier. Several times, I have scanned hard-copies of timecards, to send to another payroll contact (whereas before, I would have had to Interoffice them to her). Instead of making copies of PANs (Personal Action Notifications) and giving me hard copies when our HR contact needs me to process Retro payment or a Term Vacation Payout, I've asked her to Scan the PAN and email it directly to me. I place it in a task, along with all of the other worksheets and reports that I need to complete the task. Once everything is electronically in the task, I can complete it from the office, or from home, since I have everything I need. I don't print out any of the documents until I've completed the task and am ready to file the backup documentation.

By using the Reminders in the Tasks, I can prioritize which tasks need to be done first, and also put ones "on hold," until the appropriate pay period for processing, without taking up valuable desk space and adding to the piles [Yes, I still have some piles that have yet to get through the Action/Action Someday/Waiting for/Reference process (or get scanned to my hard drive)] on my desk.

When I need to process an Edit/Expense Transfer, I send a Task to my boss, along with the Edit request form (that she signs), along with the rest of the backup documentation that she attaches to the Edit Request form and returns all forms to me for processing.

Notes

I use Outlook Notes for all sorts of things, instead of cluttering my desk with numerous stickies with miscellaneous info on them (to get lost). Frequently used #'s, Payroll Tax and Fringe rates, my VM "script" (since I change my VM greeting at least 3 times a week), Subject line "phrases" for Timecard emails (every pay period, when I send the Timecard reminder, I use a snippet of a song like "It's a jolly holiday with timecards," or "On top of my paycheck all covered with cheese," so I keep the phrases handy, in case I get a new one, or need to see which ones I've used already), etc.

Signatures

I love signatures! I've created about 20 different signatures, that are bodies of text for emails that I send out every week or every pay period. It's saved me so-o-o much time. Before, I either had to copy and paste from old emails, or re-type the same message. And, since I send the same emails to the same groups of people, I've created distribution lists for them. (Just recently, I created a Distribution List for Thursday Early Check Pickup, for people that need to get their pay statement the day before payday. I send them an email, as soon as I'm done sorting the checks, so they know they can come by to get theirs). All I have to do is open an email, choose from my distribution lists, type the subject line (or copy/paste it from the Timecard Subject Ideas Note, if it's a timecard/payday reminder), Insert the appropriate signature, update any specific dates, and off it goes (usually, in under 15 seconds!).

Attaching Emails within Emails

I have recently begun attaching emails that aren't directly linked to a certain train of emails, in order for someone else to have access to the email. I sent out a Holiday Timecard reminder with Instructions on how to charge the holiday a week before timecards were due. Then, the day before timecards were due, I sent out a more brief email (Timecards due tomorrow...), and inserted a copy of the Holiday Instructions email, in case anyone needed it. If they did, they could open it; if they didn't, they didn't need to even read it.

Days of the week folders

I have a manila folder for each day of the week. If I know I'm going to work on something at home, I'll put it in my WED folder. If I don't finish everything I wanted to do on MON, I'll put it in my TUES folder, and set it on top of my desk for TUES (I have one waiting for me tomorrow morning, in fact!). One of the Admin Assistants saw my days of the week folders, and said "That's what Eric has (the director of Center for Health Studies, my employer)!"

Well, I think I could probably go on all night about all of the amazing things I'm learning, just by experimenting and broadening the way I think about things. I thought you would like to hear how much your class has made an impact on my work. I can't thank you enough!

Have a great week! By the way, I used to dread Mondays, but now that I am so much more organized, I can't wait to get started on the week!

Thanks again,
Nanci

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