We Don’t Use Email in Our Organization

Hello.

We don’t use email in our organization.  At least not internally.  Why?  Would you agree that nowadays email is mostly mail you don’t want to see?  Would you agree that mail gets lost, is hard to retrieve, and hard to save for later processing?  We found a way around all of this.

Here’s how we avoid email

What we do is use One Note, both online and on the desktop.  If you’re new to One Note, let me explain how it works.  For those familiar with One Note, you can skip to the next paragraph.

Microsoft One Note

I’ve used One Note on and off for years, alternating it with mind mapping software, Mindjet.  When I train employees in its use, I tell them this. I tell them imagine a set of 3-ring binders, each with tabbed dividers, and each tabbed divider containing punched paper pages.  Well, that said, in One Note you have notebooks.  And in notebooks you can create tabbed dividers.  And in those tabbed dividers you can create pages.  In other words, it’s a virtual representation of notebooks.

But it’s more powerful.  Besides being able to add images, links to websites, you can add hyperlinks to other pages (more on this later).  You can also see a list of recently modified pages, so that if you use only a few pages routinely, you don’t have to search for them, they are at the top of the list and ready for you.

How We Avoid Email Using One Note

Each employee has their own notebook, which is shared to others.  Within each notebook is a section called “Notes from Others”.  And within such section are pages from colleagues.  When a colleague has something needing addressing, they enter it onto the page dedicated to them.  The original employee looks at that page periodically, and responds to it on that page.  An example would be:

Page Notes from Tom: “Can you send me the report with prospect addresses?”

Reply: “I’ll do it tomorrow afternoon when I run reports”.

If Tom needs to see the status of ALL outstanding issues with his colleague, he goes to that page and sees the commentary for each such issue.  Not only that, but One Note makes it easy to see all recently modified pages, so it is an easy matter to quickly check outstanding issues with colleagues.

So let’s say I delegate something to multiple employees and I want to see what’s outstanding for everybody?  One Note allows you to flag posts, so you can create a flag called delegated and it will pull together for you all pages with that flag.  It also allows you to see all pages sorted by modification date, so it allows you to follow up that way, as well.

If you try this, I hope you have a good experience.  Let me know what you think.

Michael Emerald, CFA

Owner, Wall Street Analyst

 

Categories: Technology

I’ve Been Using the Windows 10 Quick Access Menu

Have you been using it?

I have, love it, and I’ll share what I like about it.

  • While I’m not an expert on Windows 10, I’ve noticed that if there are folders I use a lot, that I can right click on them and select “Pin to Quick Access” and anytime I want that folder, just select Quick Access from File Explorer.
  • Next, when you click on the Windows icon in the lower left, there are a few alternatives for getting to your folders.  Since I recommend using the Quick Access to get to most files, the icon that I find does that CORRECTLY (more on this later) is “file folder”, the tiny icon on the left once you click on the Windows icon on desktop.
  • Quick Access not only keeps frequently used folders handy.  It also lists all the recently used files, and I mean ALL!  When you download a file from the internet, you’ll find it at the top of the Quick Access files.  When you save a file, it’s there at the top of the list.  And, of course, when you open a file, it’s at the top of the list.  So I use the list to access frequently used FILES, as well as folders.

TAKEAWAY: Use Quick Access to access almost all of your files.

Michael Emerald, CFA

Wall Street Analyst

Performance Business Design

Categories: Technology

Make sure you upgrade to Windows 10 while it’s free, plus some things to know about before you do

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BOTTOM LINE: Upgrade to Windows 10 before July 29, while it’s free.  If you’re computer can’t do the upgrade, don’t worry about not having it.

DETAILS: I’ve had Windows 10 running on my laptop since the day it came out.  Other employees have had it more recently.  Initially there were glitches, but Microsoft released a few patches and now it works fine.  My biggest glitch, now resolved, was that I couldn’t see my photos rotate as my desktop wallpaper! Hardly a big glitch.  Microsoft will be removing the free upgrade on 7/29th, after which you’ll have to pay $120 for it.

THINGS TO KNOW ABOUT BEFORE YOU DO:

  1. Windows 10 sometimes has “issues” shutting down.  I’ve seen a few permutations, and in many cases I’ve had to press and hold (I assume you know this trick) the power button, fearing each time that my computer would be permanently messed up.  Not so.  It has issues shutting down about once every 30 or so times that I shut it down.
  2. Next, your computer may not be able to take the upgrade if the driver, or any other system hardware, doesn’t support it.  Don’t fret, since you aren’t missing that much.  It’s good enough to upgrade, but not good enough to go out of your way to get it.

If you have any questions, drop me an email.

Michael Emerald, CFA
Owner, Business Strategy Consultant
Performance Business Design
emerald@performancebusinessdesign.com

 

Categories: Technology

Uninstall Adobe Flash on your computer

One of our employees, Rose, attended a computer security seminar.  She came back with the surprising news, to me anyway, that the teacher recommended uninstalling Flash since it often carries viruses.  We aren’t computer experts, though we stay ahead of the curve, so take this as a “hope this helps”.

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Categories: Technology