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Transcript of ORGANIZATIONAL TECHNOLOGY Presented by: Kimberley Neeson RPR, CRR, CSR, CCP, CBC Realtime Systems...
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ORGANIZATIONAL TECHNOLOGYPresented by:
Kimberley Neeson
RPR, CRR, CSR, CCP, CBC
Realtime Systems Administrator
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People
Individual court reporter
Small firm owner (2-9)
Medium+ firm owner (9+)
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Process
• What do you need to accomplish?• How will you accomplish it?
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Technology• What technology do you require in order to do the job, be
it hardware or software?
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Areas to Explore• Calendar/Schedule• Document Management• Email• Production• Accounting• Tools of Convenience• Thoughts on Using Technology
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Outlook Calendar
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Scheduling in ReporterBase
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Assigning Reporters (Resources)
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Calendar at a glance (1 day)
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Reporter Base
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Reporter Job Sheet - RB
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What are the greatest challenges you
face with email?• Too many• Distracting• “Lose” important emails• Forget to put emails in file folders• Using multiple devices that aren’t syncing• Junk email• Group email
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Tips for Email Organization
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• 5 minutes or less – deal with it now
• 5 minutes or more – deal with it now OR
decide when you’ll deal with it
Tools to get through email:
Touch It Once * To Do This Week * Task List
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Focused Work v. Multi-tasking• Out of sight = out of mind• Turn off email alerts• Work in a “batch” mode, not every time you pause
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Don’t let the tools rule you!• Scan for urgency first, and quickly categorize your emails• Leave yourself time to process emails every day• Your inbox should function like a short-term to-do list• Consider what deadlines and commitments you have to
meet, and prioritize your work (use task lists, save emails to calendar, etc.)
• 100 emails a day = 2 hours of review time so budget accordingly
• If you use multiple platforms, use syncing for best use of time (Evernote, Outlook Tasks)
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Making Time• Use your calendar – if you schedule it, it will happen!• Recharge your batteries – turn off!
We are all super-connected and breaking this habit will take discipline and help• Your neuropathway needs to be reprogrammed and
entrenched in the “new” habit• It takes one to two months to create a new habit• It takes discipline and work to change the current habit
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Out with the old – in with the new!
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• Repetition creates a new habit
• Don’t expect perfection –
if you slip, don’t give up, commit to the new habit again
• Create measurement and accountability –• Engage a colleague or family member to keep
you on track and “call you out” when you slip• Track your success daily
REMEMBER: WE ARE NOT EMERGENCY PHYSICIANS
THE WORLD WILL KEEP TURNING IF WE TUNE OUT
AND RECHARGE!!
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We train people how to work with us
Use these tools to drive your productivity…
Don’t let the tools drive you!
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Streamline your email foldersInbox-
1. SPONSORS
2. PARTNERS
3. RBC
4. PROSPECTING
-
+ A
B
C
+
+
+
5. SORT
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Final Tips for Email• Choose certain times of the day to look at email; advise
senders of those times• Create email channels for things like group email• On your tablet/handheld – set different “sounds” for
important emails you want to flag• Create rules for certain emails, i.e. junk mail• Use search filters like Xobni - Xobni• Use Microsoft Exchange to manage emails on many
devices
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Accounting• Many programs available and not an expensive purchase• Quickbooks - View QB QB Animate• Simply Accounting - View SA• RB8, Analyser• Excel spreadsheets (included in Microsoft Office)• NeatDesk – for expenses - View ND• Taxes - TurboTax
- H&R Block
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Inexpensive Billing Option
• A great tool for court reporters or small firms is Invoice2go - View I2G
• Tour I2G
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Production
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Production Software• YesLaw
• RealLegal
• Min-U-Script
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Reporter Base - Production
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Document Management - Servers
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Next Level
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Tools of Convenience
Meetings
• Skype – Free
• GoToMeeting – approximately $50/month
• WebEx – monthly fee
• GoToMeeting and WebEx allow you to share documents and see and hear multiple participants
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Tools of Convenience• The SmartPen
• The Handheld Scanner
• ScannerPro App
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Your Little Black Book• Evernote
• Microsoft OneNote
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Sharing• Dropbox• GoogleDocs• YouSendIt• Create your own FTP site• GoToMyPC and LogMeIn
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Must have – Hotspot
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Last thought…
With regard to using technology - the tool will be as good as the
talent of the person using the tool and their ability to leverage
nuances within the tool.
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LinksCalendar/Schedule
Google Calendarhttps://accounts.google.com/ServiceLogin?service=cl&passive=1209600&continue=https://www.google.com/calendar/render&followup=https://www.google.com/calendar/render&scc=1Outlook Calendarhttp://office.microsoft.com/en-ca/outlook-help/calendar-i-outlook-calendar-basics-RZ010100073.aspx?CTT=1RB8https://www.omti.com/rb/products/products.asphttp://update.omti.com/OMTI/WebDownload/RB/Whats-Inside-RB8.pdf
Xobnihttp://vimeo.com/smartr/videos
Accounting
Quickbooks http://quickbooks.intuit.com/onlinehttp://www.youtube.com/watch?v=f-zAg8UG7pkSimply Accountinghttp://www.na.sageone.com/NeatDeskhttp://www.neat.com/products/neatdeskTaxeshttp://turbotax.intuit.com/ H&R Blockhttp://www.hrblock.ca/services/taxes_online.asp
ORGANIZATIONAL TECHNOLOGYPresented by Kimberley Neeson RPR, CRR, CSR, CCP, CBC
Realtime Systems Administrator
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Links Billing
Invoice2Gohttp://www.invoice2go.com/http://www.invoice2go.com/tour.aspx
Production
YesLawhttp://www.yeslaw.net/RealLegalhttp://info.legalsolutions.thomsonreuters.com/reallegal/products/e-transcript/default.aspxMin-U-Scripthttp://minuscript.com/musprovideolibrary.html
Tools of Convenience
Skypehttp://www.skype.com/en/GoToMeetinghttp://www.gotomeeting.ca/fec/online_meetingWebExhttp://www.webex.com/why-webex/overview.htmlThe SmartPenhttp://www.livescribe.com/en-ca/smartpen/wifi-smartpen/features.htmlThe Handheld Scannerhttp://www.vupointsolutions.com/browse.php?cat=scanner&page=PDS-ST420-VPScannerProApphttp://readdle.com/products/scannerpro/
ORGANIZATIONAL TECHNOLOGYPresented by Kimberley Neeson RPR, CRR, CSR, CCP, CBC
Realtime Systems Administrator
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Little Black Book
Evernotehttps://evernote.com/evernote/Microsoft OneNotehttp://office.microsoft.com/en-001/onenote/
Sharing
Dropboxhttps://www.dropbox.com/tour/0GoogleDocshttp://support.google.com/drive/bin/answer.py?hl=en&answer=1628467YouSendIthttp://www.yousendit.com/solutions/file-sharingCreate Your Own FTP Sitehttps://filezilla-project.org/client_features.phpGoToMyPChttps://www.youtube.com/user/gotomypcLogMeInhttps://secure.logmein.com/welcome/freeremotecontrolb/?gclid=CLHUouaSsrYCFfA-MgodvQIA7A&wt.srch=1&utpk=log%20me%20in&destination=/welcome/freeremotecontrolb/&originid=313587&ef_id=UVr7KAAABUEXqytS:20130404231731:s
Links ORGANIZATIONAL TECHNOLOGYPresented by Kimberley Neeson RPR, CRR, CSR, CCP, CBC
Realtime Systems Administrator