Managing Information

Hi, it’s Anthony MacDonald from Time Technology.

We’re all managing multiple sources of information.  So much is now available and it’s getting harder to extract the value.  It sort of defeats the purpose in a way.  We constantly hear two debates: should we use folders or just rely on the search function?

Having lots of folders in the inbox is not the way to go, and totally relying on the search function is not good either.

“It’s my inbox and I should be able to do what I want!”

Emails in the inbox are not personal.  They are part of the business information system.  In your own inbox, knock yourself out! Manage your business inbox effectively.  Two things to be aware of:  A recent McKinsey report said that we spend 1.8 hours per day searching for things, a total of 9.3 hours per week. Searching takes up a lot of mind memory space!

  • Our TimeSmart tips are widely used and very effective:
  • Use a combination of folders and search function. It’s not an either-or game.
  • Consolidate and reduce folders to speed up rapid retrieval.
  • Use the automation functions within Office 365 to speed up filing.
  • Have a consistent folder structure across the team.
  • Use only two tiers of folders: main tier and subfolders.

Here’s an example: 20% of our clients account for 80% of activity, including email traffic.  Our key clients have their own folders and small clients all live in one folder called Clients, which is very easy to search. Give it a go. You might be pleasantly surprised. One thing for sure is  that reducing the search time will make a difference.

There has never been a better time to explore and embrace a new way of working.  We’d love to share TimeSmart with you.

An old saying is: we don’t know what we don’t know.  My number is above, let’s have a Zoom call.  Nothing to lose! Speak soon.