S7 FAQ
Session 7: Electronic Communication
Can I create an additional folder(s) in my E-mail folders if I need one?
ANSWER: I actually encourage you to do so. The purpose of folders, and sub-folders, is to create the most direct and efficient path to retrieve your information.
Why do you discourage us from using the Outlook Task Bar?
ANSWER: Because the Task Bar acts as a disempowering ‘To Do’ list and, to make matters worse, these items reside in an electronic ‘black hole’. Furthermore, there is no prioritization mechanism to support your working at your most efficient level with the least degree of stress.
Why do Sent items need to be emptied?
ANSWER:
– For the sent item to be placed in its proper terminal (i.e. Client file)
– To not waste the time to search your Sent items
– To not slow down your electronic system
– To eliminate the psychological impact of having 1,000’s of unnecessary e-mails sitting in your Sent file
Why do I need to print all of my Electronic Turtles?
ANSWER: In order to have your Turtles reside in just one, singular location. After all, “One cannot serve two masters”. You simply log the applicable ET (Electronic Turtle) on the ‘Location of Information Needed’ section of your Turtle Sheet. The applicable ET, ‘Start’ and ‘Completion’ dates and then prioritize the item in your Turtle.
Why do I have to calendar all my E-Mail Pendings?
ANSWER: All Pendings require calendaring for follow-up regardless of the way they come to you. If your Pendings are not calendared you will either forget them, lose them, or spend countless hours searching for the information.
What do I do with Electronic Reading material?
ANSWER: It is initially placed in your e-mail folder marked ‘Reading’. As with the Paper-based Reading Terminal, time must be allocated for the sole purpose of completing your reading.
NOTE: If your Electronic Reading remains unread, then it is best to print this out and place it in your Paper-based Reading Terminal.
What is the purpose of the Voice log book?
ANSWER: Keeping voice mail messages sitting in an electronic vacuum is akin to a cosmic black hole, and does not serve the sender of a voice mail nor you as the recipient. Our clients’ initial reaction to a paper-based voice log is that it seems reactionary as we are asking you to go from electronically held back to a paper-based system. This paper-based Voice log is far more accessible and, in its spiral bound format is far more able to be documented.
ALTERNATE ANSWER: The ability to effectively and efficiently manage and control the influx and return of all voice mail messages. The ultimate result is all voice mails are addressed, prioritized and returned in their appropriate order.
How do I differentiate a proactive from a reactive phone call?
ANSWER: A proactive call is one that you initiate. Reactive calls are ones, for example, that come off of your voice mail.
What is the most efficient way to handle my Voice log messages?
ANSWER: By making your first call the one you want to avoid the most. This supports the conscious and sub-conscious aspects of your mind. Your voice log allows you to prioritize the remainder of your calls in the order of importance and integrate them into the organization of your day. The degree of importance should be considered based upon your callers need.
Why do I need to use a spiral bound paper notebook for my voice-mail messages?
ANSWER: In many legal situations courts of law may honor the legitimacy of phone trail communications when kept in a spiral bound format.
If an E-Mail Pending item has been put on the calendar for follow-up and it has no attachments, can it be deleted?
ANSWER: Only if the calendared entry contains all of the information necessary for follow-up and does not require documentation or further follow-up.
If an E-mail Turtle has no attachments and I don’t need to reply to it, can it be deleted?
ANSWER: In this case, once printed, and not requiring documentation or further follow up then delete away!