1.      Business case

Based on feedback from our clients, the return on investment in our Productivity Breakthrough programme is typically between 100% and 500%, depending on the remuneration of participants, while the typical payback period is 3-5 months.

Our clients consistently tell as that, on average, they save 40 minutes every day after beginning to use our methodology.  Putting it differently, prior to working with us, they have been wasting up to 40 minutes every day – that’s a whopping 21 days every year, or a full working month.

Putting it in money terms, your company could currently be wasting as much as on month’s salary for every person using Outlook ineffectively, and not having some basic productive work habits in place.

You know the numbers for your company –  estimate the total monthly cost to company (or at a minimum the salaries) of the people you have I mind for this opportunity to increase effectiveness and efficiency.  That’s the value of the time that is currently wasted every year.  As an example, for 10 people earning R20 000 per month, the value of wasted time is R200 000 per year.

We can help you turn this into productive time.

Apart from these benefits, our programme also leverages the IT investment your company has already made in MS Outlook.

We work with a wide range of clients across many industries as you can see from a partial client list: GIBB, Afrimat, Sparta Beef, Aqua Farming, Canterbury Estates, Transship, RCL Foods, Die Humansdorpse Koöperasie, Sanlam, WesBank, SFI Group, JHI Properties, Redefine Properties, Green Office, Life Healthcare, Netcare, Allan Gray, Vector Logistics, Rainbow, WesBank, SA Sugar Association, Absa Capital, Medscheme and smaller companies and individuals.

2.       Our approach

Operational efficiency lies the overlap of people, process and technology.  What we bring to your “operational efficiency mix”, is improved processes and a methodology that helps people to do their own work more effectively and interact with others more effectively.  This grows the “Process” circle which results in increased efficiency and productivity.

 

We’re not “seagull” consultants or trainers who fly in, make a lot of noise, drop a lot of stuff and fly away, never to be seen again.  Depending on your needs, we work together and develop the right combination of initial exposure to the productivity principles, followed by customised, regular reinforcement opportunities.

Our support system is based on this philosophy.

By using spaced repetition, knowledge retention can be increased many times, optimising your investment in the programme.

Our follow-up service includes a short weekly Monday Memo with productivity tips, as well as fortnightly 30-minute refresher webinars, as well as support by email and phone.

 

 

 

3.            Outcomes

Applying our methodology enables people to:

  • Work with a productive mindset, rather than having their performance limited by unproductive beliefs.
  • Be crystal clear about the outcomes of their work and the exact next steps to take. This improves their planning and they will be better organised.
  • Ensure that everything in their work management system is aligned with their priorities.
  • Reduce interruptions and distractions.
  • Plan their day and organise their work in such a way that they can easily adapt to changes in their context, and still be productive.
  • Finish what they start by doing a daily review to ensure that nothing is “left behind”.
  • Minimise mistakes and rework by working at an appropriate pace instead of rushing.
  • Learn from their every day experiences and improve their chances of having a more productive future.
  • Use MS Outlook as a business productivity tool, thereby leveraging the investment the company has already made in the technology.

4.      Workshop content and format

There are two options available (details in Appendix A – scroll down):

Option 1: Implement key productivity principles, processes, tips, tricks and techaniques in MS Outlook. This is typically a 5-hour workshop.

Option 2:  Same as option 1 plus: managing information for small projects, email etiquette, integrating own to-do lists into new system, small-group teaching.  Together with Option 1, this is typically an 8-hour workshop.

During the workshop, everyone works in their own Outlook environment and make improvements in real time.

5.      How we deliver

To make new knowledge and skills stick, we use a blend of the following methodologies:

  • Live workshop(s) for preferably no more than 12 people per group to ensure an optimal learning experience.
  • People bring their laptops/computers to the workshop and implement new knowledge and skills, as well as many tips, tricks and techniques, in real time. There is no need to set aside additional “implementation time” afterwards.
  • Support:
    • Live fortnightly 30-minute webinar refresher.
    • Weekly Monday Memo with thoughts and tips to live a productive, happy and fulfilling life.
    • We respond (as soon as we can) to all email and telephone queries.

6.      Timing

We will work together to find a time that suits us both.

7.      Responsibilities

The following will be for our action and account, if the workshops takes place at your facility.

  • Expert professional facilitation.
  • Continued support.
  • Continually updated programme content and material.
  • Shipping of programme material to your venue.

The following will be for your action and account.

  • Venue.
  • Providing and setting up of computers so that everyone can work in their own Outlook environment.
  • Data projector, screen, flip chart with 3 different colour pens.
  • Refreshments and lunch as required.
  • Air and road travel from Cape Town, and accommodation if required.
  • Should you prefer to do the workshop at an off-site venue, all related arrangements and expenses will be for your action and account.

8.      Fees and Terms

 Number of people in workshop: We ideally work with up to 12 people at a time to ensure interactivity, personal attention and a high-quality learning experience, but are willing to accept up to 15 in exceptional circumstances.

Fees: Our fee depends on the scope of what you would like to achieve, as well as the number of people involved. If you are keen to explore this opportunity, click here to let me know, and we will start our conversation.

A 10% discount applies should you book and pay up front for two or more workshops at the same time.

A 5% discount applies should you book and pay up front for just one workshop.

Otherwise a 50% non-refundable deposit is required up front when booking, with the balance due two weeks before the (first) workshop.

To start a conversation about how we can collaborate to increase individual and team productivity in your company, click here to send me an email, and I will contact you within two business days.  Otherwise, call me on 082 737 3676 (preferred) or 021 465 2981.

I look forward to working with you.

Kind regards.

 

 

Gerrit Cloete

Mobile (preferred): 08 2 PERFORM (082 737 3676)

Landline: 021 465 2981

EmailLinkedIn | Web

PS: Don’t delay – for every day you wait to contact me, you and all other Outlook users in your company could be wasting as much as 40 minutes per day by not being aware of what’s possible. Click here to send me an email, and I will contact you within two business days.  Otherwise, call me on 082 737 3676 (preferred) or 021 465 2981.

 

Appendix A

 Outlook Productivity: How to use MS Outlook as a business productivity tool

 Important notes

  • MS Outlook is used in real time as implementation tool throughout the workshop.
  • This outline describes the content of the workshop, not necessarily the flow of the workshop. See each topic as a building block in your new productivity “toolkit”.

SUMMARY

Option 1 – Outlook Productivity (Essentials – 5 hours)

  • General Outlook and other Windows productivity and time-saving tips
  • Overview of 8 Work Habits (principles and processes) to increase and sustain productivity
  • High performance workflow management – foundation, methodology and implementation
  • Applying the high-performance workflow management system to your every day work (electronic and paper-based)
  • How to organise, process and find e-mail based information more efficiently
  • Basic Email etiquette

 Option 2 – Outlook Productivity (Advanced: Essentials plus Project Coordination – 8 hours)

  • Outlook Productivity (Essentials)
  • Project coordination
    • Project basics
    • Brain storming and mind mapping with free Xmind software (brainstorming and planning tool)
    • Create and use template in Outlook for project coordination
    • How to use OneNote (MS software you already have) to gather, organise and share project information
    • Integrating Xmind, OneNote and Outlook as a project coordination tool

 Option 3 – Outlook Productivity and Individual Tuition

Outlook Productivity (Essentials or Advanced), followed by individual tuition at participants’ desks for approximately 60-90 minutes per person.

 DETAILS

Option 1 – Outlook Productivity (Essentials – 5 hours)

 General Outlook and other Windows productivity and time-saving tips

  • Navigate and create new Outlook items 50% faster
  • Auto-create new items from any other source of information (Internet, Word, Outlook and more)
  • Time-saving keyboard shortcuts in Outlook, OneNote and Windows

 Overview of Productivity Principles and Work Habits (Integrated in content)

  • Think Productive: A calm mind is a productive mind
  • Clarity: Make your work visible and actionable
  • Alignment: make sure your actions in Calendar and Tasks are aligned to your priorities
  • Focus: Avoid multitasking, minimise interruptions and distractions
  • Adaptability: Have the flexibility to change your actions as context changes
  • Completion: Finish what you start.  Overcome procrastination and perfectionism
  • Slow down to speed up
  • Learn and improve

 High performance workflow management:Making things happen easier and faster than exepected

  • A calm mind is a productive mind – get things out of your head and into your system
  • “Map for Action”: Turning chaos into order
  • Make your work visible and actionable. (Your Inbox is NOT your “To Do” list)
  • “Action management” vs “time management”

Applying the high-performance workflow management system to your every day work using Outlook and/or a paper-based system

  • Plan
  • Organise
  • Prioritise
  • Delegate
  • Easily manage and communicate items to discuss with others.
  • Take your productivity pit stops to review and plan

 How to organise and process your e-mail more efficiently

  • Email triage – high-level email processing
  • Structuring e-mail folders (minimalist!)
  • Use “Rules” to stay on top of your mail
  • “Quick Steps” (Outlook 2010 and later)
  • Create a “Finding System” instead of a “Filing System”
  • Make your work visible and actionable

Basic Email etiquette

  • Managing expectations (this is critical)
  • CC and BCC mail
  • SHOUTING, acronyms, emoticons
  • Making the most of the subject line
  • And more email etiquette tips

 

Option 2 – Outlook Productivity (Advanced: Essentials plus Project Coordination – 8 hours)

Outlook Productivity (Essentials – the complete 5-hour workshop)

 PLUS

 Project Coordination (Please note that this is NOT a formal “project management” course, where details like budgeting, performance tracking, project team meetings, record keeping, GANTT/PERT/similar charts, resource scheduling etc. would be addressed. It is intended to provide planning, organising, communicating and sharing tools for individuuals and project  team members.) 

  • Project basics
    • What is a project?
    • Brainstorming and planning: Xmind software (free)
    • Project brainstorming trigger list
    • Project structure in One Note
    • Outlook template to organise and manage project information
  • OneNote Overview
    • Notebooks, Sections and Pages
    • Cloud or Local
  • Setting up a “Project Notebook” in OneNote

 

  • OneNote and Outlook Integration
    • Inserting documents and printouts
    • Annotating notes
    • Pencil drawings (on touch-screen devices)
    • Change hand-writing to typed text
    • Integrating with Outlook
      • Email
      • Tasks
      • Calendar
      • Contacts
    • Meeting notes
    • Recordings
    • From web to OneNote (web clippings)

 Share and collaborate

    • Share a Notebook
    • Email a page
    • Protect sections
    • Team Notebooks for collaboration

Option 3 – Outlook Productivity and Individual Tuition

Content as for Option 1 or 2, followed by individual tuition at participants’ desks for approximately 60-90 minutes per person.   During the individual sessions we assist people to apply their new knowledge and skills in their personalised and customised work environment.

To start a conversation about how we can collaborate to increase individual and team productivity in your company, click here to send me an email, and I will contact you within two business days.  Otherwise, call me on 082 737 3676 (preferred) or 021 465 2981.