BDPs Email and Desktop Management 0914-03 ZZfwi

                                  TO:   All Interested Onliners                                                                                                       FROM: Jim Bramer. Retired CPA-Auditor
                                                                                                                                                                                             FILE:  0914-03/fwi

                                   RE:  Email and Desktop Management                                                                                   Done in January 2002

    "Today's "Ax to Grind"   

      I have asked Brad Pendable to share how they handle such tasks.  

Computer Desktop and Email Management 

        This is Brad Pendable  speaking:  Since the 1990s  we all are depending so much on Email as an efficient means of communication.   Therefore, we MUST manage our computer desktops, with respect to Email, as this tool is now such a large part of our total communication process.
      Before I tell you how NAT (Natalie, my very special Administrative Assistant here at ABC Ministries) and I go about this, you need to know that both of us (as well as others at this Ministry)  make use of desktop calendar and task management software resources.  We use it for such things as reminders and mutual calendar coordination.  We also use DSL so we are constantly connected to the  Internet and to our local network.   
        Here is how we manage these resources and Email.

        >> All email addressed to  "Brad@ABCMinistries.org"  where I serve as Chief Financial Officer (CEO) does NOT go to me, but to  NAT's  desktop at our Ministry. Of course, I can access her desktop in case of her absence. She regularly captures Email stats and filters/sorts/manages/converts Email to ***.txt docs, according to my definitions of  "URGENT,  NOW,  LATER and JUNK". 

    URGENT:  She forwards them upon receipt to my desktop where I immediately know that "I have relevant email" that needs my attention. 
    NOW and LATER :  She regularly places them in our shared files on the network so that I can  access them at appointed times during the day and move them to my active desktop, etc.
    JUNK:  She removes upon receipt.

        >> She also originates her Email messages to me and handles per the above protocol. Then,  I regularly access and empty the "Now and Later" shared folder contents and places in folders on my desktop for management.   I use Microsoft Text,  Word or Excel  to  originate non Email docs on my desktop.  There I have arranged folders/short-cuts in my own personalized manner so that I can prioritize incoming Email, or originated docs, and take task action or defer --- but not forget. 
        >> Such desktop management includes what Jim Bramer calls "Upfile"  folders by area of responsibility.  I try to use as little hardcopy paper as possible and manage my tasks using these desktop resources.
        >> If  family or my boss needs to Email me, and by-pass  NAT, then we use the Email address of  "Matilda@ABCMinistries.org "  (Matilda happens to be my Grand Mother's middle name.)   
        >> Since we immediately know on our desktop when we have Email,   NAT  uses it to communicate to me when I have the door closed in a  "Do not disturb"  mode.  Even then I watch the monitor for any 'you have email' messages from NAT.  This happens, for example, when a pre-defined urgent message comes in from a family member or a defined person. This method has greatly reduced our inter-com phone calls and allows me to concentrate and appropriately interact with people in my room.
        >> Via software known as  "GoToMyPC"  I have Internet access to my desktop from any place or at anytime.
        >> The above system works great for us ...... let me know at  Brad@rpfin.org   if you have any questions or suggestions.

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     UPTD: April 27, 2008   

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