Colossians 3:23 -
Whatever you do , work at it with all of your heart, as working for the Lord, not for men.
TO: Interested Onliners FROM: Brad Pendable - CFO
RE: Email and Desktop Management ORIGINATED: June 2008
I have been asked to share how I handles such matters.
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 Email on our computer desktops 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 use fast connections 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 Bee 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.
>> I have Internet access via a "Invite to the Desktop" resource 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.K E E P L O O K I N G U P !!
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UPDATED LAST: August 11, 2010
Fresno, California
Please contact CFO Brad Pendable by Email at Brad@rpfin.org| OUR PURPOSE | WHY "NEST OF BEES" | WHO WE ASSIST | ASSISTANCE EMPHASIS | ASSISTANCE SPECIFICS | INFO ABOUT BRAD