Follow-Up Management 0906-03 ZZfwi

                              TO:  All Interested Onliners                                                                                       FROM: Jim Bramer, Retired CPA-Auditor
                                                                                                                                                                       FILE:  0906-03/fwi

                               RE:  Follow-Up Management                                                                                  Originated September 2000            

   T H R U S T

     As is often the case, I have an "Ax to Grind" today.  Again, this is quite generic and has nothing directly to do with assisting the Ministry Finance Team.  It has to do with  Appropriately  Identifying  and  Deferring Ideas and Tasks.  Sometimes our "todo list" is inundated with things, or ideas, that we can not cope with right now  --- am sure you know what I mean! I refer to this whole area of life's experience as.... 

FOLLOW-UP MANAGEMENT

    Let this "old codger" share how I have done this....

    Somewhere along the line someone alerted me to the need to handle these issues in all areas of my life. So some decades ago I took 12 file folders -- you know, manila folders -- or I had a Follow Up, F-UP, folder for the next 12 months.
     Then I wrote down (not just business matters) such tasks/ideas on a piece of paper when they surfaced and placed within one of these 12 file folders. Please see 0091 for some generic Task Management suggestions - TRUISM: WRITE IT DOWN immediately upon recognition.  This way I would not forget about them and could appropriately "F-UP" at a later time.
     Then during the last week of this month I would go to the next month's F-UP manila folder and re-sort.  Obviously, some I kept as they pertained to what was currently going on, but, of course, some did not and they were either destroyed or placed in future F-UP monthly folders.  I soon learned to rely heavily on this Task/Idea F-UP method and procedure..
     So, with the 0091 methods in mind, I further produced weekly manila folders where I, again, prioritized my current "written down" Tasks/Ideas.
    I certainly realize this will not be everyone's management style. But even after all this time, I still fundamentally use the same basic Tasks/Ideas F-UP methods and procedures.  But, let me share how I now use it in the  ...

21st Century

Use of my Computer Desktop - I process fewer pieces of paper and .....

  •  Capture the bulk of such Task/Ideas as Computer documents.
  •  Work with and arrange applicable Email copies as said Tasks/Ideas. Someday, I expect to scan paper material and end up with even more Computer documents..
  •  Establish desktop Monthly and Weekly F-UP folders by applicable grouping, or focused assignments with the 0091-09 issues in mind.
  •  As detailed below as Computer Software, I utilize the desktop software (M S Outlook, in my case) for applicable repetitive 0091 reminders, etc.
  •  At the appropriate time, I view these paperless written down tasks as they appear in virtual manila folders and  
  •  Prioritize such documents and take chosen action during the day/week of these tasks/ideas.

Annual Paper File - yup, I still use it.....

    Now I have a single 12 section accordion file for placement of written down deferred tasks by month, but it functions basically as in earlier years.  I suppose that some 75% of my Tasks/Ideas are on the desktop. 

Computer Software - couldn't function effectively without it ....

    Like you, I use Email Management and Desktop calendar software that serves as daily/weekly/monthly/annual task reminders that complement the F-UP process above.   I greatly recommend that Ministry Finance Team members use such tools as they identify and carry out their tasks.
    Let me know at   jim@bcidot.org  if you have ideas or comments, etc etc.

M O R E

    You might benefit from other TASK links below on this Web Site:

Business Office/Finance Tasks            0074-01
Finance Committee                                  0029-01
Internal Finance Controls Issues         0039-01
Righteous Personal Finance                 4015-01
Treasurer and CFO Tasks                      0015-01
Assigned Administrative Duties           0098-02

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UPTD: April 27, 2008

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