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more than @adgenda but what/where?

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  • more than @adgenda but what/where?

    In processing one stack of backlogged items, these are some of problems I have encountered:

    5 are items I need to discuss with various people while having the item at hand during the discussion.

    I want to set up some meetings when I have more than one or two items to discuss. Some of the items themselves are parts of projects, defined or not, some are independant, some are not.

    15 are items I need to just give to other people but I need to make and retain a copy, and make a note that I gave it to them and be able to locate that note. Sometimes these are just dates of events or contact information, sometimes brochures, contracts, reports.

    4 are items I need to have someone read and reply to and I will need to track and remind them, I know these will spin off a list of actions for me. These are parts of projects of mine and may be independent or I cannot progress to a new n/a until I have their reply.

    12 are "destination" items, they belong somewhere else or to someone else (car, attach to a relatively stationary piece of equipment, or to an object that needs to go somewhere or be given a "home").

    Again, if you have dealt with things like this, please be so kind as to share your methodology.
    Last edited by Jamie Elis; 05-02-2007, 12:49 PM. Reason: spelling errors

  • #2
    Originally posted by Jamie Elis View Post
    In processing one stack of backlogged items, these are some of problems I have encountered:

    5 are items I need to discuss with various people while having the item at hand during the discussion.
    I want to set up some meetings when I have more than one or two items to discuss. Some of the items themselves are parts of projects, defined or not, some are independant, some are not.
    Set the meeting if you only have one item, get the feeling of completion and make that meeting in your office even so you do not need to be carrying the item around, make it a stand up meeting so they are even shorter.

    Originally posted by Jamie Elis View Post
    15 are items I need to just give to other people but I need to make and retain a copy, and make a note that I gave it to them and be able to locate that note. Sometimes these are just dates of events or contact information, sometimes brochures, contracts, reports.
    My trcik is that I make a copy of the first page, and make all the notes I need there, when I give it away, or if I call when and with who I talk etc.

    Originally posted by Jamie Elis View Post
    4 are items I need to have someone read and reply to and I will need to track and remind them, I know these will spin off a list of actions for me. These are parts of projects of mine and may be independent or I cannot progress to a new n/a until I have their reply.
    You make 2 Actions, Call or Agenda with the person and a WF for that same person

    Originally posted by Jamie Elis View Post
    12 are "destination" items, they belong somewhere else or to someone else (car, attach to a relatively stationary piece of equipment, or to an object that needs to go somewhere or be given a "home").
    Get a 3x5 card and make the list by destination, make them in a bag and label the bag. things that need to be given a home put them in your inbasket for future processing.

    Best,

    Comment


    • #3
      David A has a list of Traveling File folders. One of them is Action Support. I would put the items I need for the discussions with people in this file (assuming they're paper and fileable) and either schedule the meetings or put the next step on the appropriate NA list.

      For the copies you need to keep, batch your copy making. go ahead and make all your copies now and clip them to the originals. then when you've given or sent the original, put the note on the document and file it with the project material. The idea above of copying just the first page is great for some of this type of item.

      Deliver or send the reading items. Ask the recipient how long they expect it will take to read and respond. If the answers are acceptable, include the date in your @Waiting for entries.

      For the items that need to be relocated, mark them on your @Errands list. Put the item in the car or with the related items if the items are in the same physical location. If you need to, note on the Errand item, where the item is located.

      Comment


      • #4
        Originally posted by Jamie Elis View Post
        12 are "destination" items, they belong somewhere else or to someone else (car, attach to a relatively stationary piece of equipment, or to an object that needs to go somewhere or be given a "home").
        On the floor of our coat closet, we have four large wire baskets that serve as outboxes.

        The first is for items related to my husband's work. The second is for items that belong to the mother of my stepchildren (stuff from her house often makes its way to ours, and having that basket means we don't have to be there to hand it off or count on the boys to get it to her...she can take whatever's there). The third is for dry cleaning. The fourth is for anything else, like library books, or DVDs, or anything else that has to go out of the house. If anything has an important deadline, it goes on @Errands. Everything else is eventually processed.

        Comment


        • #5
          Originally posted by Jamie Elis View Post
          4 are items I need to have someone read and reply to and I will need to track and remind them, I know these will spin off a list of actions for me. These are parts of projects of mine and may be independent or I cannot progress to a new n/a until I have their reply.
          So far, I've been dealing with these types of things, as well as ill-defined requests from other team members with an immediate email action "can you call/stop by when you get a minute this week? I need to talk with you about X.", and a WF entry such as "Steve AM/WIM 11" where 11 is the day of the month I want to remind them again.

          My attitude has become: let them worry about it, I have work to do.

          Comment

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