Help for Software Implementation

[legalmkgdir]

I have read GTD and purchased the Netcentrics Outllook Add in....But I have a major workflow mess to clean up...1000+ emails in the inbox and scads of written notes; 10+ direct reports, in a new position that has been vacant for some time. Anyway, I am struggling with using the software to drain and prioritize the swamp...Are the coaches out there who work with GTD users who can also help with the NetCentrics software ? Does the onsite two day workflow assistance include help with the software implementation ? How quickly can this service be booked ? HELP......

 

[ReBuild]

Do not use the software, however I will pass on the following thoughts/tips.

Given the amount of work you face etc, I would not at this time try to install/learn or implement any new software program. You need to focuns your energy on the task at hand, not a new software program.

To get up and running you need to develop a game plan for the next 90 days. Talk to your boss and identify the 3 top issues that need attention and then work on those. Plus your GTD system should be basic -- paper comes to mind.

Staff (10+ direct reports) - set un agendas for each one. Hold short (if possible standing) meetings (ie 15 min max). Police the time and carry forward the "one more thing" to the next meeting. Also set up a set agenda that you move through, expect your reports to be on time and prepared.

Notes - look through and process. The trash can is part of the process. For those that remain either file or delegate.

EMail (1000+) - be ruthless. Start by date sorting (not reading), any that are 10 days or older delete; they have no value! Once you have asmaller number again sort; by sender. This lets you see who is emailing you. Some questions to think about while looking at this list; are they CC or BCC you, coming straight to you rather than going via a manager etc. In many case you can directly go to the individual and ask/tell them not to email you.

Then sort by message - this should bring you to a handful of topics. From here its a matter of elimination. Any meesage that has had no action within 5 days - delete. For others push back on the sender and ask/demand a clear summary and possible solution to the topic.

Your job is to manage and lead; not to do the work.

 

[Brent]

I agree with ReBuild that you might not want to learn a new software program at this point. I'd start with paper, or plain digital text files. Get a system working, then refine it with useful software.

Looks to me like you also need to declare a state of personal emergency to everyone around you in the organization (boss, peers, and direct reports) and let everyone know that you need no interruptions until you've dug yourself out. Does everyone around you know that you're in a crisis? Will they respect that?

At least, that's my take.

 

[Paul@Pittsburgh]

EMail (1000+) - be ruthless. Start by date sorting (not reading), any that are 10 days or older delete; they have no value! Once you have asmaller number again sort; by sender. This lets you see who is emailing you. Some questions to think about while looking at this list; are they CC or BCC you, coming straight to you rather than going via a manager etc. In many case you can directly go to the individual and ask/tell them not to email you.

Then sort by message - this should bring you to a handful of topics. From here its a matter of elimination. Any meesage that has had no action within 5 days - delete. For others push back on the sender and ask/demand a clear summary and possible solution to the topic.

While I agree with most of the suggestions ReBuild gave, I don't agree with this one. Maybe the person is in a large company with a corporate server and everything is stored and could be retrieved if needed, maybe they are not. There may be legal reasons why these emails should not be deleted. I would suggest moving them into an archive folder where you can search them if needed for keywords and if/when you have time, set up a project to go through them and do a controlled purge.

Paul

 

[apinaud]

Your best shot will be contact DavidCo and get the 2 days coaching. I use the software and I think is great, if you want I can give you a call and we can talk about how my implementation is and how it works for me. The advantage of the 2 days coaching if you can afford it is that you will get some practices that will help you to not get into that space again...