East Oregonian Publishing Co.

QuickMail

• Use personal folders in QuickMail to store needed e-mails so they don't overwhelm your in-box
• Use the search function in QuickMail to locate filed e-mails
• Command-t will empty your trash in QuickMail
• Clean e-mail folders regularly
• You can set up your QuickMail to purge trash and sent messages on a regular basis.
• Use the template function in QuickMail to do templates of frequently typed e-mails. You can even pre-address the template so the same group of people always get the message.
• Set up "groups" of people in QuickMail, so you don't have to type in each individual name

General computer tips

• Data on servers is backed up regularly, YOU need to back up your own data (this is a huge time saver if your computer ever goes kerplunk)
• Large files can be transferred using the FTP (file transfer protocol) site. Anyone in production can teach you how to use. This is more effective than trying to send a large document by e-mail and jamming the e-mail system for everyone.
• File by week if your work is done on a weekly cycle
• Keep a master file of art you frequently use
• Use a database for your procedure manual. It is easier to update then replacing the paper pages in a binder when a procedure is changed. Plus it gives all staff access to the same information.

Computerized calendar programs

• To manage lots of e-mail messages, paste the body of the email as a note on the correct day of your calendar
• Create a monthly calendar for your department with deadlines and staff time off
• The Outlook program allows you to keep a date book on computer, but also to print it out so you can jot notes on it or add last-minute appointments. Keep the printed pages in a 3-ring binder to keep them neat and organized.

On your desk or in your file cabinet

• Use the large pot/small pot technique to keep frequently used items handy. Using two containers keeps smaller items from getting lost among the bigger items. Tuck infrequently used supplies in drawers.
• Use baskets or stacking trays to contain paperwork you are working on. Place similar paperwork or all paperwork from a project in a folder before putting in a basket. Keep projects in trays with the most urgent on top.
• Use three-ring binders instead of files to store data you'll have to go through from time to time.
• Use colored flags to create tabs on reports you'll have to reference later.
• Use colored flags on important forms to be sure they are filled out completely the first time.
• Rethink your paper files and ditch filing items strictly by alphabetical order. Start by setting up main categories for each of main items you do or oversee on your job (for example, mine are might be accounting/building maintenance/reception/shoptalk/other projects), then file alphabetically within those categories. Setting up your computer files with the same main categories will help you organize those files too.
• If you have strange items you need to put in the paper files (but you are not sure you'll remember what you filed it under later), put them in a folder within one of the main categories, then keep a computer document called "strange files" where you keep a list of the paper file location.

Date books/note books

• Use a date book — even a simple week at a glance from a dollar store works to keep meetings and to-do lists organized.
• Keep a notebook or steno pad at your desk to keep notes or jot down ideas. Cross off as they are done. The notes are for your use only, so you don't have to worry about neatness or grammar. File the notes for a few months or a year after the book is filled so you can refer back if you ever need to retrieve data.
• Use post-its to jot down non-routine tasks. Toss the notes as you complete each task.
• Create a custom date book in excel and print out the pages to file in a three-ring binder. Use to make note of meetings and appointments, plus have space for notes or things to remember. This is more flexible and cheaper than date books.

Just dreamin'

• Create an organization tips page on the company intranet. Encourage staff to add tips or links. Send them to lsellers@dailyastorian.com