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ORGANIZATIONAL TECHNOLOGY Presented by: Kimberley Neeson RPR, CRR, CSR, CCP, CBC Realtime Systems Administrator.

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Presentation on theme: "ORGANIZATIONAL TECHNOLOGY Presented by: Kimberley Neeson RPR, CRR, CSR, CCP, CBC Realtime Systems Administrator."— Presentation transcript:

1 ORGANIZATIONAL TECHNOLOGY Presented by: Kimberley Neeson RPR, CRR, CSR, CCP, CBC Realtime Systems Administrator

2 People Individual court reporter Small firm owner (2-9) Medium+ firm owner (9+)

3 Process What do you need to accomplish? How will you accomplish it?

4 Technology What technology do you require in order to do the job, be it hardware or software?

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

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11 Outlook Calendar

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16 Scheduling in ReporterBase

17 Assigning Reporters (Resources)

18 Calendar at a glance (1 day)

19 Reporter Base

20 Reporter Job Sheet - RB

21 What are the greatest challenges you face with ? Too many Distracting Lose important s Forget to put s in file folders Using multiple devices that arent syncing Junk Group

22 Tips for Organization

23 5 minutes or less – deal with it now 5 minutes or more – deal with it now OR decide when youll deal with it Tools to get through Touch It Once * To Do This Week * Task List

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

25 Dont let the tools rule you! Scan for urgency first, and quickly categorize your s Leave yourself time to process s 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 s to calendar, etc.) 100 s 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)

26 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

27 Out with the old – in with the new!

28 Repetition creates a new habit Dont expect perfection – if you slip, dont 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!!

29 We train people how to work with us Use these tools to drive your productivity… Dont let the tools drive you!

30 Streamline your folders Inbox - 1. SPONSORS 2. PARTNERS 3. RBC 4. PROSPECTING - + ABCABC SORT

31 Final Tips for Choose certain times of the day to look at ; advise senders of those times Create channels for things like group On your tablet/handheld – set different sounds for important s you want to flag Create rules for certain s, i.e. junk mail Use search filters like Xobni - XobniXobni Use Microsoft Exchange to manage s on many devices

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

33 Inexpensive Billing Option A great tool for court reporters or small firms is Invoice2go - View I2GView I2G Tour I2G

34 Production

35 Production Software YesLaw RealLegal Min-U-Script

36 Reporter Base - Production

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41 Document Management - Servers

42 Next Level

43 Tools of Convenience Meetings Skype – Free Skype GoToMeeting – approximately $50/month GoToMeeting WebEx – monthly fee WebEx GoToMeeting and WebEx allow you to share documents and see and hear multiple participants

44 Tools of Convenience The SmartPenSmartPen The Handheld ScannerHandheld Scanner ScannerPro App

45 Your Little Black Book Evernote Microsoft OneNote

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

47 Must have – Hotspot

48 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.

49 Links Calendar/Schedule Google Calendar https://accounts.google.com/ServiceLogin?service=cl&passive= &continue=https://www.google.com/calendar/render&followup =https://www.google.com/calendar/render&scc=1 Outlook Calendar RB8 https://www.omti.com/rb/products/products.asp Xobni Accounting Quickbooks Simply Accounting NeatDesk Taxes H&R Block ORGANIZATIONAL TECHNOLOGY Presented by Kimberley Neeson RPR, CRR, CSR, CCP, CBC Realtime Systems Administrator

50 Links Billing Invoice2Go Production YesLaw RealLegal Min-U-Script Tools of Convenience Skype GoToMeeting WebEx The SmartPen The Handheld Scanner ScannerProApp ORGANIZATIONAL TECHNOLOGY Presented by Kimberley Neeson RPR, CRR, CSR, CCP, CBC Realtime Systems Administrator

51 Little Black Book Evernote https://evernote.com/evernote/ Microsoft OneNote Sharing Dropbox https://www.dropbox.com/tour/0 GoogleDocs YouSendIt Create Your Own FTP Site https://filezilla-project.org/client_features.php GoToMyPC https://www.youtube.com/user/gotomypc LogMeIn https://secure.logmein.com/welcome/freeremotecontrolb/?gclid=CLHUouaSsrYCFfA- MgodvQIA7A&wt.srch=1&utpk=log%20me%20in&destination=/welcome/freeremotecontrolb/&originid=313587&ef_id=UVr7KAAABUE XqytS: :s Links ORGANIZATIONAL TECHNOLOGY Presented by Kimberley Neeson RPR, CRR, CSR, CCP, CBC Realtime Systems Administrator


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