Does your company use a networked printer that faxes, scans or save copies of documents?

If so, copies of documents are probably stored on the printer hard drive. That means that when we are ready for a new model, and looking to return a leased copier, we may end up sharing documents as well.

For copiers that are more than two years old, odds are good that the data on an multi-function printer (MFP) can be extracted by a hacker. The news is better for newer models. Many newer models encrypt data going to the hard drive. This makes the data unusable and unreadable to hackers.

The best practice is for us to contact our printer manufacturer or local service center about how to scrub the hard drive before turning one in.

What distracts you at work?  Is it the pop-in?  The new email?  The photos of your friend’s puppy?

I used to think that most of my distractions were caused by others.  That was a very pleasant illusion, because it let me believe that managing distractions was completely out of my control. 

It worked for a while.  Until I got spring fever.  Spring Fever got me started writing a list of the things that distract me most.   It didn’t take long to realize that the cause of most of these distractions is looking right back at me in the mirror.

Self-discovery is a good thing, right?  Now that I recognize these are challenges for me, I am one step closer to addressing them and focusing more fully on my priorities.

Right after I take one more walk…
  
1. Mental Clutter – Carrying around too much in my head.
2. Paper Clutter –  Very tough because I love paper so.
3. Chasing Bright Shiny Objects (BSOs) – Ooooh – a new email, a new Facebook message, a news update, a Tweet…
4. Multi-tasking – For me multi-tasking during work is the #1 cause of things being left undone and of follow-through falling through the cracks.
5. Being reactive.  I have found that Integrity Building Exercises turn the table and set me up to work more proactively.
6. Remaking decisions again and again, rather than establishing a process and sticking with it.
7. Recreating processes again and again.   Ditto.
8. Reorganizing well organized systems – So much fun – but  no closer to a proposal, a client booking or a deliverable.
9. Networking more than I can follow up on.  Wastes time, money and makes me look like I have bitten off my than I can chew. Worst of all, it leaves a bad impression on potential clients and partners.
10. Not allowing time for chaos to happen in my week.  I need to get real and accept that the world is chaotic and allow for it.
11. Answering the same question over and over again, instead of using the website or auto response in voice or email to convey it for me.
12.  Tea Breaks!

Some days at work I feel vaguely unsettled.  Like I’m not working as professionally as I would like. 

That feeling is a giant red flag.  Something is warning me that the chaos has gone way beyond my comfort zone.  (CAUTION:  Comfort Zones Vary!)  It is usually a signal that things that are really important to me have fallen through the cracks.     What it is telling me is that somehow, somewhere, I am not doing what I have said I would.  That in some way, I am not acting with integrity.

When I feel like this, I try to stop what I am doing - ASAP.   I clear away an hour and take myself through 6 Integrity-Building Exercises.

When I’m finished I have a clear mind and clear goals.  I’ve identified the mysterious things that were nagging at me. Best of all, I’ve made decisions about what I am going to do about them - and when I will do them.  In other words – I have a plan.

Now I can get back to following through on the things I said I would.

Integrity-Building Exercises

EXERCISE 1 -  Review My Goals
1. What next steps need to be taken to move my goals forward?
2. What systems need to be in place to move my goals forward?  People? Processes?  Resources? Time? Information?
3. Have my goals changed? 
4. Are my stakeholders aware and on-board with the changes?
5. Have my goals been updated and approved (as appropriate) to reflect the change?
6. Have I captured the next actions in my action management system?

EXERCISE 2 - Process My Collection Points
1. Am I up-to-date processing my phone, email, blog, social media, pockets, pocketbooks, business card holder, paper stacks and all other collection points?
2. Have I emptied my head of the ideas, next actions, projects, feedback, and follow-ups I am carrying?
3. Are there new ideas, projects, goals, or adventures that I need to add to my system?
4. Have I captured all the next actions in my action management system?

EXERCISE 3 -  Inventory and update all my current projects
1. What is the status of each? 
2. Do I need updates from others?
3. What are the upcoming milestones?
4. Are project participants aware of the project status?  Are communications up to date?
5. What are the next actions I can take myself? 
6. Have I captured the next actions in my action management system?
7. Have I taken on too much? 
8. Do I need to make temporary or permanent tradeoffs?
9. Have I involved my stakeholders in tradeoff discussions?
10.  Have I enjoyed some dark chocolate to celebrate that I have completed 3 important exercises?

EXERCISE 4 – Review the last week
1. Did anything important get missed?  Bring it forward to this week.
2. Any follow-ups not get done?  Capture next actions in my action management system.

EXERCISE 5 -  Identify my backlogs 
1. What do they tell me about my business? 
2. Do they present opportunities for process improvements? 
3. Who can make those improvements? 
4. When is the right time for the improvements?
5. Have I captured the next actions in my action management system?

EXERCISE 6 -  Prioritize my next actions. 
1. Schedule time on my calendar to complete.

Integrity aside, are there other benefits to be gained from these exercises?

Because it is easy to make notes on? Because it is portable? Easy to read?  Easy to navigate?

For me it is all of the above.  And then some. 

I love paper.  I love the way it feels and the way it smells.  I love the form and function of a printed book.

But for business, I’m working on using less paper.  Really.  I’m trying.

This year I am focusing on keeping less paper.   With the help of my scanner, it’s going well.

But to give up editing and reading from paper…well, that is another matter entirely.  Realistically, it could take me the next decade or two to near that goal. 

What would have to change to make you ready to use less paper?   

For a quick history lesson on the promise of the paperless office, you will enjoy Thom Patterson’s CNN article,  “Is the ‘paperless’ office here at last?”

Effective record keeping is vital to business.  Involve all your employees, and your program can promote legal and regulatory compliance, sustain day-to-day operations, and support budgeting and planning. 

Few companies have employees working from only one central location anymore.  Are you aware of the roadblocks keeping your virtual team members from participating?  “Must haves” for virtual workers include:

1. Access to company networks
2. Training on network access and policies
3. Appropriate permissions
4. Adequate bandwidth
5. Guidelines for what may be stored locally (i.e. laptops) versus what is to be kept in a central repository
6. Training documentation for document management tools
7. Compelling case for participation
8. Time

Are there other “must-haves” that block you or your team members from participating?

I’m a morning person.  I like to wake up in the morning focused on the first challenge of the day. 

Quickly working through a checklist like this the night before really helps me get up, get focused and get going.

• Are my appointments confirmed?
• Is my calendar up-to-date?
• Do I have phone numbers for folks I will meet today?
• Have I prioritized my work for the day?
• What tools do I need to complete my top 2 tasks while I am out?  (Phone, notes, laptop etc.)
• Have I packed the tools I will need?
• Do I have all the business cards, brochures, contracts and paper documents I will need?  Are they packed to avoid wear?
• Will I need access to email?  Will I have it?  What is my workaround plan?

Calling all night people:  How do you prepare to start a day on the road?

Many of us used to meet clients in our fancy offices.  Remember the cherry furniture and Persian carpets?  Those small touches made clients feel special – and contributed to the unique customer experience of our company.  Today we meet clients in conference rooms…or coffee shops.  At the same time, we want them to be touched, and to remember our company’s unique customer experience.

Here are three planning steps you can take to create a memorable customer experience when meeting outside of your office.

1.      Crisp Paper

From a business card to a brochure to a contract – if you are handing out paper, plan a way to transport it that keeps it crisp and clean.  Tattered edges and faded print is for your competitors.

2.      Electronic on hand

Some documents are appropriate to exchange in electronic formats.  Keep a local copy on a USB Drive, Laptop or Smartphone if you don’t trust the availability of your cloud storage.  Better on hand than spending precious time trying to connect.

3.      Speedy Delivery

Have a plan for how you will transfer large electronic document files after the meeting.  Work with a trusted IT person to identify a solution for your business that supports shared online files with clients.  Email is not the only, or the best, option available.   

Scott McKain’s book Collapse of Distinction has helped me keep customer experience at the top of my mind every day.

What  gives your clients a “Persian Carpet”  experience in a coffee shop?

Welcome to the Optimized Offices Blog!

I believe that everyone has work they are uniquely gifted to do.

My work is to bring order to chaos. And boy, there is a lot to be done.

I also believe that none of us are as smart as all of us.

Thank you very much for your input and companionship on this journey!

Barbara