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How to Stop Over-Scheduling

The plethora of communications channels – conference calls, e-mail, online chats — has made scheduling appoints easier than ever. Perhaps too easy, in fact. These days, we regularly overbook ourselves with back-to-back conference calls, face-to-face conversations, online chatter, e-mail, and more. Our thinking, of course, is as long as many of the meetings are online it should be a breeze to bounce from one to the other. But how many times has an overly ambitious schedule backfired on you?

Maybe you weren’t as prepared for a meeting as you should have been or a meeting didn’t correspond to your grand plan and took longer than expected, making you late to the rest of your meetings. It’s happened to us all. This schedule overload is compounded when teams are involved and multiple schedules are juggled. Not only do you have to coordinate with various schedules, but team members can unwittingly schedule an important meeting when another key team member has a conflict.

Of course, the Syncing.net team suggests simply downloading syncing software so that all team members have access to each other’s calendars – mitigating over scheduling. But in addition to this, there other things you can do:

- Leave 30 minutes between online/phone meetings. You may not think you have time for this, but it will be worth its weight in gold. This gives you a cushion between meetings or some prep time before the next one. If this absolutely isn’t possible, try to do all the prep before the string of meetings start. You should try to leave an hour between face-to-face meetings, unless they are all in the same location. Then apply the 30 minute rule.

- Have time carved out for meetings each day. Also for reoccurring meetings, try to schedule them at the same time each week/day. This makes it easier to manage your schedule and slot in the inevitable, unexpected surprise meeting.

- Choose one to three people to be “vitals” on the team. These are the people whose schedules matter most with regards to conflicts. If one (or all) of those in this category can’t make it, consider rescheduling. Otherwise, accept that not all meetings require all hands.

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Not a Minute for Time Management?

Whether working in the office, at home or on the road, it seems there is not enough time in the day for busy professionals. When overseeing multiple clients and employees, it can be difficult to manage your time. We’d like to offer some tips on how to stay organized and focused on your tasks throughout the day.

• Avoid multitasking—this can be very difficult! Being on a conference call and checking e-mail at the same time can cause you to miss important details of the conversation. If you’re easily distracted, try turning off your computer screen during the call.

• Use tools that increase productivity. Using a tool such as SYNCING.NET to increase productivity at work can help keep you on track. Say you worked while on the road last week, when you return to the office you may have a lot to catch up on. When using our software, you can get back to work without spending time syncing email and transferring files to the right folder.

• Set goals for yourself—sounds simple, but creating a to-do list at the start of the day will help make sure nothing gets overlooked. If you are getting distracted while working an important project, it might be helpful to set aside a specific time in the day for it. For example, if you need to put together a new business proposal and this usually takes two hours, create a calendar appointment for 2:00-4:00 p.m. to focus on it.

It’s tough to stay focused on work these days. Try to set goals, avoid multitasking and use productivity tools to make your life easier.

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More Productive Working from Home?

Pajamas and slippers seem to be what motivates employees, according to a recent Microsoft survey. The survey found that many people consider themselves more productive when they’re working away from the office (see the article here). Employees in 36 cities nationwide were surveyed and 60% of the 3,600 respondents said they are more efficient when working remotely. Without distractions in the office and not having to commute, they were able to focus more on work tasks.

Just 15% believe their company supports flexible work arrangements. The results also show that only 41% of those surveyed work for companies with established remote-working policies. Why the disconnect between employee and employer? Perhaps employers are concerned about IT headaches with security, how to enable the same level of collaboration among teams, supporting email / contacts / calendar sharing?

Think about that 60% again for a minute. Could this number actually be even higher if employers supported their staff with a workable policy?

Here are three ways SYNCING.NET can help employers solve these problems and capitalize on that 60% mentality:

  • Email, contacts, calendar, tasks are synced across PCs and teams, securely via peer-to-peer communications. Meaning, there’s no need to connect any remote PC to the corporate network for access or update information. SYNCING.NET is secure; it protects all incoming and outgoing corporate documents and data with automatic 256-bit AES encryption.
  • The software automatically sends the changes made in a shared network to all of the team member’s computers. Coworkers’ changes are sent to you as long as you are connected to the Internet. There is no need to attach, detach, upload and download files when working on a collaborative project.
  • See what’s changing in your shared networks— with built-in unread marks, you know who’s working on what, when, without having to ask. You and your team will spend less time coordinating and more time working.
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    Tip of the day: Print blank calendars in Outlook

    August 19, 2009

     

    With Outlook, you can easily print a calendar full of your appointments, meetings, and events. But, did you know that you can also use Outlook to print a blank calendar? Blank calendars may be useful to take notes on or to consult when meeting to discuss a project.

     

    (weiterlesen…)

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    Video lesson: Learning Outlook calendar

    August 11, 2009


    Many users are using the Outlook calendar every day. You just couldn’t imagine business life without calendar in Outlook. But even in the private sector there is an increasing trend to keep as few appointments as possible in your mind.

    But the least users of Outlook calendar don’t take their time to learn it so they can use the function to their own needs. I’m sure some of you already have asked the following questions:

    - Can I reach a colleague overseas at a certain time?

    - In which calendar week are we now?

    - How can I get my day in 15-minute blocks of class?

    The answers to these questions and more will take only five minutes. Microsoft shows in a small film the main functions of your Outlook calendar. You can download the video (9,8 MB) from Microsoft here for free.

    lernvideo2

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    Tip of the day: How to open a file in the Outlook menu

    July 29, 2009


    Did you know that you can open frequently used documents in your Outlook menu? You don’t have to clicking through your folders and of course – as always – you save much time. Let’s start!

    1. Go to Tools – Customize – Commands tab

    2. In the left pane (“Categories”), select New Menu

    documents1

    (weiterlesen…)

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    O-Tip of the day: Save time with a Distribution List

    July 27, 2009


    Are you familiar with the Distribution List in Outlook? The list is just practical and save lots of time when you often send an e-mail to a given set of people. Because of the distribution list, you do not list individually the e-mail addresses of the recipient every time.

    (weiterlesen…)

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    O-Tip of the day: Delete your unread messages

    July 23, 2009


    Every day numerous spam e-mails and other unwanted messages overwhelm your inbox. For security reasons, it is recommended anyway, to not open these emails. The unwanted messages dwell on your inbox in thick letters until you’ve found the time to delete them.

    It is quite annoying to pick them all in your inbox and delete one after another. Outlook has once again a good solution with that you can delete them much faster.

    Try the following:

    (weiterlesen…)

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    O-Tip of the day: How to print several e-mails at once

    July 15, 2009


    Do you often print your emails, because you want to archive them in a folder? Sometimes there are quite a lot of mails which should be printed. Open the e-mails and print them one after another costs too many time. Also it’s a stupefying and boring work.

    Outlook has a very simple solution for this case. You can print multiple e-mails with a single print command. Also there’s no need to open the messages for printing them.

    1. Highlight the desired e-mails you want to print.

    2. Then go to File - Print. A faster way is to click on the Print icon. Also you can click with the right mouse button on the highlighted messages and then select Print.

    mehrere_e-mails_drucken_eng

    The selected e-mails will now be printed in one pass. Just relax and let Outlook work for you!

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    O-Tip of the day: All about AutoArchive

    July 9, 2009


    Regularly when you open your Outlook a dialog box called AutoArchive appears. Most of the people don’t know what’s behind this function. They deal with the dialog box as an annoying pop-up window and confirmed it. Later they wonder that most of their data from the personal folder seemingly disappeared.

    The AutoArchive feature in Outlook is enabled by default. Basically, it means nothing more than to move elements around a given expiration date into an archive folder.

    (weiterlesen…)

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