Effective EDGE

1 Effective EDGEfor Professionals Mastering Life & Work Flow Using Lotus Notes Effective Edge, TM Inc. 2001-2015 All Rights part of this workbook can be reproduced or copied without express written permission from Effective Edge, TM : Removing E-mail DistractionsTO REmOvE E-maIl DIsTRacTIOns:1. Click on Click on PREFERENCES. 3. Click on the + or > next to the MAIL Click on the SENDING AND RECEIVING option. 5. Uncheck the options: Play a sound Show a popup Slide in a summary Display an icon in the system tray6. If available, check the box next to NO Click OK to save and close.

2 Intro: Removing E-mail DistractionsEffective EDGE for Professionals Effective Edge 2015 2 Intro: Home Page viewTO DOcK THE OPEn lIsT:1. Choose VIEW, DOCK THE OPEN LIST from the Choose VIEW, RIGHT SIDEBAR, THIN from the Right click anywhere on the Open list, and select USE LARGE sET UP THE DasHBOaRD vIEW:1. Click on the HOME Click the down triangle ( ) next to the CLICK HERE FOR HOME PAGE OPTIONS Click CREATE A NEW HOME PAGE. In the Give your page a name box, enter Home View. Click Select the Frames option. Click Uncheck the boxes next to Inbox and Include Preview Pane, then check the boxes for Calendar and To Do For frame layout, click NEXT to keep the default selected For content placement, verify Calendar is on the left, and To Do List is on right.

3 Click Uncheck the Display the launchpad option. Check mark the Show action bar buttons option. Click NExT. 9. Click On the To Do frame, drag the bottom horizontal scroll bar half-way to the right until you see the column header, Category. Drag and drop Category to the left of Due Date. Effective EDGE for Professionals Effective Edge 2015 3TO sETUP THE REcOmmEnDED calEnDaR vIEW1. Click the Calendar icon on the Open Expand the Views List and choose ONE From the Tool Bar menus, choose MORE > On the Views Tab, check mark the following: Ask me before deleting Calendar and To Do documents Display New Unprocessed Notices Process canceled meetings automatically/remove from calendar5.

4 Uncheck DISPLAY TO DO ENTRIES so they don t display on the calendar. They will display on the To Do Click the Notices tab. Under CALENDAR NOTICES IN MAIL VIEWS, check mark the following options: Remove Meeting Notices from my inbox after I process them Display unprocessed meetings in the New Notices MiniView Don t display calendar Documents in the All Documents mail view Don t display meeting invitiations in the Sent Mail view7. Click the MAIL tab, then click BASICS. The OUTGOING MAIL CHECKING options are personal preference.

5 Under VIEW AND FOLDER MANAGEMENT: For WHEN I DELETE A COLLAPSED CONVERSATION, choose ASK ME from the drop down arrow. For WHEN I DELETE ANy DOCUMENT IN THE SENT VIEW, choose REMOVE WITHOUT DELETING. For WHEN I DELETE A CALENDAR DOCUMENT from any Mail view or folder, choose REMOVE WITHOUT Click OK to save changes. Intro: calendar setupEffective EDGE for Professionals Effective Edge 2015 Emptying: EDGE system4(Calendar and To Do List)Lotus NotesEffective EDGE for Professionals Effective Edge 2015 Emptying: To Do vs. acTIOns5TO cREaTE a TO DO:1. From the new Home Page, on the right hand frame, choose NEW TO DO ITEM.

6 2. Type the title of the To Do in the Subject text box. 3. Select the due date, if there is one, from the Due By field. 4. If your To Do is recurring from time to time, click REPEAT and set the pattern. 5. Click the SAVE AND CLOSE button on the Toolbar to save your changes. Note: A To Do can only be set to repeat when it is first more specific we are, the faster we can engage with a to vs. ActionsTO-DOs:ACTIONSCome directly from brainSpecific or vague in natureNo thought process appliedHas dependenciesExamples: Training for Marketing Clean garage Weekly reportExamples: E-mail Fred re: training Schedule Saturday with spouse to purge old items in garage Measure wall for shelving Talk to Joanne re: report formatAction verb at beginningCan see yourself doing itThought process appliedIndependentOne sitting to completeNext strategic stepSpecificEffective EDGE for Professionals Effective Edge 2015 6 Deciding.

7 EDGE Deciding modelDUMPITS omedayMaybeNOWhat is the verynext action?YESDELEGATE ITDO IT If it can be done in 2 minutes or lessDELEGATE In writing with detailWith due dateWith all infoTrack if necessary in Waiting ForDEFER ITIs it a project?Is it actionable?What is this?ReferenceLotus NotesThought ProcessLEGENDEDGED ecidingModelNOYESTo DoListProjectPlanCalendarTM The Effective Edge, All Rights Work & Life Flow Getting the EDGE- Email Folders- Contacts- Paper filesEffective EDGE for Professionals Effective Edge 2015 7 Deciding: Where acTIOns GoWhen to use Calendar vs. To Do ListCALENDARTO DOTime Specific: ATExample: Lunch Meeting with Steve AT 12 pm.

8 What: AppointmentDue By: BYExample: Complete survey BY December : To Do with Due DateDay Specific: ONExample: John PTO ON MondayWhat: All-Day EventNo Due Date: NOExample: Research new : To Do with NO Due DateEffective EDGE for Professionals Effective Edge 2015 8 Grouping: suggested : The word Action denotes a generic name for the list of actions which you must take. It represents the very next physical, do-able step on an item that you must complete to move forward. Your Actions list is the main list..calls: (OPTIONAL) Many of us spend a significant amount of time on the phone.

9 If this is true for you, then this category may serve you well. Calls is a subcategory of .acTIOns. When entering a call, enter the person s name, subject matter, and phone number, then categorize the task as . (InsERT yOUR manaGER s namE In THE BlanK): In the blank space enter your manager s name (..Christina). This is where you capture non urgent items to discuss with your manager either in person or on the phone..TEam: If you have several team members that you frequently speak with, this is a place to capture those non urgent things that you need to discuss with them and need to follow up on.

10 If you have regular 1:1s with your team, track items here to discuss. In order for this list to work most effectively, begin each new task item with the name or initials of the individual, followed by the task description. This allows you to easily review items when you are talking with each of your team FOR: This category reflects information promised to us by someone else. Until they perform their work and get back to us, we cannot move forward with that item. This allows us to keep a clear head about what we can and cannot act on because we are waiting for someone else.