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A few years ago I wrote a really detailed blog about dealing with confidential electronic documents and paperwork. Today, I thought I would write an update on my blog from a few years ago and concentrate on electronic documents. Here are my ten top tips on dealing with confidential electronic documents.
I n the age of smart phones and apps, having information at your fingertips is simple. While it may seem a little extravagant and unnecessary, having a barcode scanner in your phone can actually save time and money. Document Scanner. You can upload the PDF to other productivity apps in your phone as well. Barcode Scanner.
We fear that slowing down and organizing will kill our productivity, but the facts suggest otherwise: The average office employee spends “at least two hours a day—or 25% of their workweek—looking for the documents, information or people they need to do their jobs,” according to Glean ’s 2022 Hybrid Workplace Habits & Hangups survey. “54%
Use the cloud Scan or take photos of your flight and hotel confirmations, credit card and insurance cards, and any other documents that might be useful. Keep these documents in the cloud and on your phone to easily access them from the road. You can also ask the front desk at your hotel or hostel for assistance.
I’m a big fan of documentation, especially in the workplace. Documentation certainly helps with this! No one wants to end up in such a situation, but should it happen, your work journal provides documentation to support you. It’s no surprise then that I recommend everyone keep a work journal.
I similarly document tasks and appointments in a Google Calendar. Because I document daily activities in my Google Calendar, I can review it at the end of the week to recognize my accomplishments—whether they include finally doing my laundry, submitting a project or catching up with a long-distance friend.
The post 5 Tips for Effective Phone Management appeared first on Ian's Messy Desk. Make sure you have any documents , files or notes needed for the call. Schedule a time for the phone call if you are having problems making a connection. You just finished reading 5 Tips for Effective Phone Management !
Virtual financial advisers can counsel you via video conference, phone or email. Although you can certainly ask anything during a remote wealth management meeting, you’ll likely need to provide certain documentation (e.g., investment documentation, tax info) beforehand. Making Sense of Virtual Wealth Management.
If you wear outfits with lots of deep pockets, then it’s easy to keep your keys, phone and other documents on you instead of leaving them in the airport waiting area. Your go bag can also be the place where you store essential travel documents like your passport. Designate a travel essentials zone,” says Block. “I
You can do this online, over the phone or by mail: Experian : 888-397-3742; Experian Security Freeze , P.O. If you choose to do it by phone or mail, the process may take up to three days after you make the request. Freezing your credit isn’t difficult, but it may take some time. When should I freeze my credit?
In many ways it can feel more invasive — especially if it is on your phone or happening when you are working from home. The first step is to document everything. If you do report the behavior, prepare your documents and timeline first. People can also feel emboldened by a screen (hello comments sections).
Start off by getting a mailbox at a local UPS, get set up with a toll-free phone number through Grasshopper.com, register a professional domain name at NameCheap.com, and get business cards and marketing material from Vistaprint or PrintingForLess.com.”. Matt Mickiewicz of 99designs recommends taking advantage of subscription services.
We share war stories over happy hours, at backyard barbecues and sometimes via an international phone call if need be. My co-workers and I began to document conversations ourselves and eventually had to speak directly with the manager’s supervisor to deal with the situation. By now most of us have encountered that boss.
Boosting mental and physical health The impact of journaling goes beyond Leid’s personal experiences; it’s been highly documented as a tool for boosting mental and physical health. The Videographer Tool: phone or video camera Method: Create a video diary to talk through a problem or share your thoughts on the day.
Multiple users can be inside a document or spreadsheet and actively making changes or leaving comments at the same time. Tools to plan your quarter, teach a course, document a meeting, brainstorm or simply meet with one or more team members are all part of the package. Miro is, at its core, an online whiteboard. per month.
Many cell phone owners are not aware that both cell phones and portable computers have the capability to access the Internet from anywhere using wireless Bluetooth technology. Furthermore, they may already be paying for Bluetooth wireless access in their monthly cell phone plan.
Problems with gender and racial bias have been well documented in facial recognition technology for example. Additionally, they need to be wary of AI models (often trained on databases of previous subjects’ behavior) which have proven inaccurate and baked in bias.
This is a great app for Executive’s to have on their phone when they travel aboard. The browser extension also let’s assistants translate documents and websites really easily. With the safari extension users can also translate whole website and pages. Why does it benefit assistants?
Being able to document, store, and share the collective brain of an organization (both human and artificial intelligence), the capacity for organizational learning is just now being tapped. To date, many managers remain wedded to a previous era’s assumptions about how much to trust employees, what information to share, etc.
As a bonus this will also alleviate emails and phone calls to you asking when something is due. Strategically planning all of this in advance and communicating it to board members, liaisons and recorders helps everyone to know what is expected of them and when.
I set daily alarms on my phone so I wouldn’t forget to sleep, or worse, make the mistake of oversleeping. I can feel the blue light from my phone threatening my sleep most nights. I don’t check my phone before “challenge” naps, but maybe the damage is already done. Armed with the basics, I decided to nap at 2 p.m.
We all know about texting, calling and emailing from our phones, but are you collaborating from it as well? With a plethora of collaboration tools online, it’s as simple as finding one with an awesome phone app that works for your business. I know, not all of us can snap photos on our phones like the Insta-famous. My favorite?
While there’s certainly a case to be made for banning phones from the workplace – confidentiality concerns, Facebook faux pas, employees who spend more time on Snapchat than spreadsheets – some smartphone apps, when used properly, can make your job a lot easier. So pick up that phone, test them out, and put them to use today!
Flying allows me to get away from the distractions of phone calls, Slack messages and Wi-Fi to reflect on industry trends, current events and my personal development. Pick an environment conducive to the type of content you want to create, put your phone on silent and let the words come naturally. Throw out the rulebook.
Do you typically communicate with customers in writing, in person, or by phone? Needs to approve every document or only specific kinds before you send them? Find out your organization’s standard style of communication: Is a formal or informal style used—e.g., are contractions such as “it’s” and “can’t” acceptable? Ltd, vs. Limited).
Not taking vacation time can have a deleterious effect on both our personal and professional lives, the impacts of which have already been well-documented: fatigue, a lack of focus, decreased productivity, and reduced creativity are just a few.
The other Chief, older, but very organized and uses online calendars and his phone as well. I prepare files with the documentation he will need for the meetings and leave on his desk. He does not use Google Calendar but has an iPhone. . I set reminders on my cell and Google Calendar.
If you’re wondering how to ask someone to be your mentor, ask them in person if they live locally, or ask via email or phone if they live a significant distance away from you. Don’t ask for last-minute reviews of documents or projects, and honor their preferred method of contact. Remember that your mentor is likely very busy.
The Camscanner App allows users to convert and save any document into a PDF using their mobile phone. From a mobile phone users can: Scan any kind of document in seconds, texts or graphics. Scan multi-page documents. Batch scan documents. Camscanner uses a freemium pricing plan, with a free basic account.
You should also have a master document of all your files, and the location of those files. Turn off your mobile phone, close the door to your office, and avoid useless meetings. Looking for lost files will take up as much of your time as looking for misplaced items. You need to make sure all your files are in its proper place.
The software allows you to speak into the phone and then it writes the words into a text file of some type. From there, you can text, tweet or write memos without needing to find a computer or laboriously typing it out on the tiny keyboard of a mobile phone. It is ideal for the entrepreneur whose phone might have client data as well.
Telephone Systems- Pretty much everyone carries a cell phone these days, so why cling to an old-fashioned phone system in the office? Utilize a cloud PBX system like Ring Central that can transfer a call to whatever phone you may be at, including cell phones. No more supply costs for paper, cartridges, toner, or machines.
Whether your employees bring their own phones to work or you have issued smartphones to everyone on your team to help stay in touch, check out the following ways that smartphones can help everyone stay safe: Long Battery Life for Improved Communication. Use the Camera as a Documentation Tool. A great example of this is battery life.
Depending on the time difference, you probably want to have a regular phone time set up at least once and possibly twice a day. If anything of an emergent nature comes up, how should you contact him (e-mail, phone, texting, etc.)? Get follow-up instructions by e-mail even when you’ve discussed a project by phone already.
Depending on the time difference, you probably want to have a regular phone time set up at least once and possibly twice a day. If anything of an emergent nature comes up, how should you contact him (e-mail, phone, texting, etc.)? Get follow-up instructions by e-mail even when you’ve discussed a project by phone already.
Chat by phone or video conferencing, record meetings, and share screens to keep each other up to date, even if you’re continents apart! Cloud-Based File Storage: Tired of attaching documents to emails and relying on track changes to keep up with multiple people editing the same files?
Programs, documents, videos, audio files—you put thousands of stored items randomly on top of each other. Now try to find the phone number of a friend. The first step is simple: picture your mind as a computer. Now imagine taking all the files out of the folders in your computer and dumping them on the desktop.
DocuSign lets you sign documents electronically and easily send documents for electronic signature in just minutes. Docusign allows users to upload documents and place electronic signitures where required. Docusign allows users to upload documents and place electronic signitures where required. What is DocuSign?
Oftentimes, you review the document so many times it starts to blur and you can miss something glaring. The following is some guidelines to make sure you are delivering a error free document: - Use a dictionary / thesaurus when you write. All punctuation should be consistent throughout the document. CONSISTENCY IS KING.
On average, office workers will also be on the ‘phone for a total of two years and three months, making 158,982 calls during their entire career. Paperwork piling up is a problem for UK offices too, with the average worker printing off 343,504 pages of documents over their lifetime in the office.
Do you find that your staff are not being consistent with their memos, e-mails , the way they answer the phone , etc.? This way, everyone will be using the exact same documents , spreadsheet , etc. Just make sure to protect the documents, spreadsheets, etc. so that they dont get changed.
Slack is an instant messenger service that allows teams to communicate with each other over a number of platforms (website, phone, tablet etc.). Lastly, users can drag and drop all types of documents to share with other members of staff and colleagues. That is a lot of users! What does it do? Why does it benefit assistants?
Sunday, August 22, 2010 Miscommunication, Misfiled, and Misplaced = Misrepresentation A work day consists of filing, answering phones, greeting visitors, and a host of communication efforts with coworkers, supervisors, and customers, plus other duties and responsibilities that can get overwhelming. Lets grow together!
Most of the time, presentations and documents can be sent via email instead of giving a hard copy to the intended person. In order to organize these papers, set up a box where each document type can be placed on your desk. An accordion file is also a great way to organize documents. Tip #2: Manage Your Papers.
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