organizational technology

ORGANIZATIONAL TECHNOLOGYPresented by:Kimberley Neeson RPR, CRR, CSR, CCP, CBCRealtime Systems Administrator

PeopleIndividual court reporterSmall firm owner (2-9)

Medium+ firm owner (9+)

Process

• What do you need to accomplish?• How will you accomplish it?

Technology• What technology do you require in order to do the job, be

it hardware or software?

Areas to Explore• Calendar/Schedule• Document Management• Email• Production• Accounting• Tools of Convenience• Thoughts on Using Technology

Outlook Calendar

Scheduling in ReporterBase

Assigning Reporters (Resources)

Calendar at a glance (1 day)

Reporter Base

Reporter Job Sheet - RB

EmailWhat are the greatest challenges you

face with email?• Too many• Distracting• “Lose” important emails• Forget to put emails in file folders• Using multiple devices that aren’t syncing• Junk email• Group email

Tips for Email Organization

• 5 minutes or less – deal with it now

• 5 minutes or more – deal with it now ORdecide when you’ll deal with it

Tools to get through email: Touch It Once * To Do This Week * Task List

Focused Work v. Multi-tasking• Out of sight = out of mind• Turn off email alerts• Work in a “batch” mode, not every time you pause

Don’t let the tools rule you!• Scan for urgency first, and quickly categorize your emails• Leave yourself time to process emails every day• Your inbox should function like a short-term to-do list• Consider what deadlines and commitments you have to

meet, and prioritize your work (use task lists, save emails to calendar, etc.)

• 100 emails a day = 2 hours of review time so budget accordingly

• If you use multiple platforms, use syncing for best use of time (Evernote, Outlook Tasks)

Making Time• Use your calendar – if you schedule it, it will happen!• Recharge your batteries – turn off!

We are all super-connected and breaking this habit will take discipline and help• Your neuropathway needs to be reprogrammed and

entrenched in the “new” habit• It takes one to two months to create a new habit• It takes discipline and work to change the current habit

Out with the old – in with the new!

• Repetition creates a new habit

• Don’t expect perfection – if you slip, don’t give up, commit to the new habit again

• Create measurement and accountability –• Engage a colleague or family member to keep

you on track and “call you out” when you slip• Track your success daily

REMEMBER: WE ARE NOT EMERGENCY PHYSICIANS THE WORLD WILL KEEP TURNING IF WE TUNE OUT

AND RECHARGE!!

We train people how to work with us

Use these tools to drive your productivity…

Don’t let the tools drive you!

Streamline your email foldersInbox-

1. SPONSORS

2. PARTNERS

3. RBC

4. PROSPECTING

-

+ ABC

+

+

+

5. SORT

Final Tips for Email• Choose certain times of the day to look at email; advise

senders of those times• Create email channels for things like group email• On your tablet/handheld – set different “sounds” for

important emails you want to flag• Create rules for certain emails, i.e. junk mail• Use search filters like Xobni - Xobni• Use Microsoft Exchange to manage emails on many

devices

Accounting• Many programs available and not an expensive purchase• Quickbooks - View QB QB Animate• Simply Accounting - View SA• RB8, Analyser• Excel spreadsheets (included in Microsoft Office)• NeatDesk – for expenses - View ND• Taxes - TurboTax - H&R Block

Inexpensive Billing Option

• A great tool for court reporters or small firms is Invoice2go - View I2G

• Tour I2G

Production

Production Software• YesLaw

• RealLegal

• Min-U-Script

Reporter Base - Production

Document Management - Servers

Next Level

Tools of ConvenienceMeetings

• Skype – Free

• GoToMeeting – approximately $50/month

• WebEx – monthly fee

• GoToMeeting and WebEx allow you to share documents and see and hear multiple participants

Tools of Convenience• The SmartPen

• The Handheld Scanner

• ScannerPro App

Your Little Black Book• Evernote

• Microsoft OneNote

Sharing• Dropbox• GoogleDocs• YouSendIt• Create your own FTP site• GoToMyPC and LogMeIn

Must have – Hotspot

Last thought…

With regard to using technology - the tool will be as good as the

talent of the person using the tool and their ability to leverage

nuances within the tool.

LinksCalendar/ScheduleGoogle Calendarhttps://accounts.google.com/ServiceLogin?service=cl&passive=1209600&continue=https://www.google.com/calendar/render&followup=https://www.google.com/calendar/render&scc=1Outlook Calendarhttp://office.microsoft.com/en-ca/outlook-help/calendar-i-outlook-calendar-basics-RZ010100073.aspx?CTT=1RB8https://www.omti.com/rb/products/products.asphttp://update.omti.com/OMTI/WebDownload/RB/Whats-Inside-RB8.pdf

EmailXobnihttp://vimeo.com/smartr/videos

AccountingQuickbooks http://quickbooks.intuit.com/onlinehttp://www.youtube.com/watch?v=f-zAg8UG7pkSimply Accountinghttp://www.na.sageone.com/NeatDeskhttp://www.neat.com/products/neatdeskTaxeshttp://turbotax.intuit.com/ H&R Blockhttp://www.hrblock.ca/services/taxes_online.asp

ORGANIZATIONAL TECHNOLOGYPresented by Kimberley Neeson RPR, CRR, CSR, CCP, CBC

Realtime Systems Administrator

Links BillingInvoice2Gohttp://www.invoice2go.com/http://www.invoice2go.com/tour.aspx

ProductionYesLawhttp://www.yeslaw.net/RealLegalhttp://info.legalsolutions.thomsonreuters.com/reallegal/products/e-transcript/default.aspxMin-U-Scripthttp://minuscript.com/musprovideolibrary.html

Tools of ConvenienceSkypehttp://www.skype.com/en/GoToMeetinghttp://www.gotomeeting.ca/fec/online_meetingWebExhttp://www.webex.com/why-webex/overview.htmlThe SmartPenhttp://www.livescribe.com/en-ca/smartpen/wifi-smartpen/features.htmlThe Handheld Scannerhttp://www.vupointsolutions.com/browse.php?cat=scanner&page=PDS-ST420-VPScannerProApphttp://readdle.com/products/scannerpro/

ORGANIZATIONAL TECHNOLOGYPresented by Kimberley Neeson RPR, CRR, CSR, CCP, CBC

Realtime Systems Administrator

Little Black BookEvernotehttps://evernote.com/evernote/Microsoft OneNotehttp://office.microsoft.com/en-001/onenote/

SharingDropboxhttps://www.dropbox.com/tour/0GoogleDocshttp://support.google.com/drive/bin/answer.py?hl=en&answer=1628467YouSendIthttp://www.yousendit.com/solutions/file-sharingCreate Your Own FTP Sitehttps://filezilla-project.org/client_features.phpGoToMyPChttps://www.youtube.com/user/gotomypcLogMeInhttps://secure.logmein.com/welcome/freeremotecontrolb/?gclid=CLHUouaSsrYCFfA-MgodvQIA7A&wt.srch=1&utpk=log%20me%20in&destination=/welcome/freeremotecontrolb/&originid=313587&ef_id=UVr7KAAABUEXqytS:20130404231731:s

Links ORGANIZATIONAL TECHNOLOGYPresented by Kimberley Neeson RPR, CRR, CSR, CCP, CBC

Realtime Systems Administrator