Business Document Discovery – the Future is Now and You Should Get Involved Now

Get to know The 2 Cs of Knowledge management that drive Document Discovery

Context and Collections

(If you missed last weeks post about DDK, read it here)

Context is a widely-overlooked aspect of document and data storage.

Think about your current document storage solution:

  • Who decided the current storage structure and location?
  • How has it evolved?
  • Has it remained the same for the past 1, 2… 5 years?
  • Which folder and document naming conventions have been followed consistently, if any?

Context is key to storing documents in a way that guides people to the needed documents. Surrounding your documents with context helps present documents to you, based on where you are and what you are currently doing.
Continue reading “Business Document Discovery – the Future is Now and You Should Get Involved Now”

What are you doing with all your business DDK?

time is money

What are you doing with your business D D K?

Documents
We have been storing our documents in network shared drives for a very long time. The system of a shared drive works well enough, but is lacking in dramatic ways that ultimately cost you and your business a whole lot of money and time.

books

Data
You and your business depend on data. Data comes from everywhere and is stored pretty much everywhere. Data stored in spreadsheets. Data stored in databases. Data stored in attachments hidden in someone’s email inbox. OMG Where is all the data? Answer: Everywhere!!!

data sheet

Does this sound like you and your business? Sure, it does. It’s the way we have been storing documents and data for 30 years. Locating a document, or a snippet of data is a wondrous, magical thing that happens every day and no one really knows how.

It’s a wonder that we can locate what we need, when we need it.
I’m convinced that we manage to get things done by sheer will and muscle.
Things get done, simply because they must get done.

Knowledge
What is your business strategy for storing knowledge? The stuff you and your experienced team know, and will know in the future. Do you have a tool-set or process to store and retrieve the vast amounts of knowledge you have amassed? What? You have no means of storing knowledge?

You may feel that gathering and storing knowledge would be nearly impossible, and for that reason you haven’t done so, yet.
That is a good excuse. But I am here to tell you that you can start collecting and using knowledge, and make use of it every single day. Starting now. Using stored knowledge can increase productivity, ensure greater success and save you gobs of time and money.

In my next post, I will share with you 2 easy ways to start gathering and using the knowledge of your team, right away.

By gathering and making knowledge accessible in 2 key ways, you can decrease document and data search time, and increase productivity.

What if I could help you save each person in your organization 10 minutes per week by making your documents, data and knowledge more accessible? Imagine how much money that counld save a  20,  100,  1000 person organization?

time is money

Here is a clue:
The two Cs of knowledge storage: Context and Collections

I’ll explain later. Watch for my next post (Click here to read it now)

Tom Vorves  Collaboration Evangelist
tom@tomvorves.com

Outlook Signatures – How 2 in 3 Minutes

Set up and switch Outlook Signatures in 3 minutes. Fast and easy. Make all your email more personalized with custom signatures.

Read the step by step instructions below or watch these quick videos.

Create your signatures in less than 3 minutes

Learn to use  signatures in less than 3 minutes

 

Let’s learn how to set up multiple signatures in Microsoft Outlook.

Go to the ‘File’ tab, select ‘Options’ then select ‘Mail’ from the left panel of options.

Next select ‘Signatures…’

Outlook Options

Now you are ready to add your new signatures.

Start by selecting the ‘New’ button and give the signature a name such as “Internal” or “External” or perhaps “Personal”.

Outlook New Signature

After clicking ‘OK’ you can type the signature text to the lower box. Of course you can apply font settings such as size, font family, color… Also, you can add a graphic to your signature, if you wish.

Once you get the signature completed, click ‘Save’.

Repeat this process until you have all the signatures for all the hats that you wear and for all the differing types of people you communicate with (Clients, Coworkers, Boss, Project Team, Family, Beer Buddies…)

Outlook Default Signature

Next you will want to set your default signature by selecting the signature from the ‘New Message’ drop-down list on the right side of the dialog box.

Now you can start using your amazing new signatures.

Start a new email and notice the signature you selected for new messages is already in the body of your email!

Outlook Switch Signatures

Here is the best part: Hover your mouse over any part of the default signature and click your ‘Right Mouse‘ button. Would you just look at that! All your signatures are ready and waiting for use. Simply select the one you need for this email.

Click here for More Amazing Outlook Tips and Tricks

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