014 01 14 Get Control Get Organized Training Manual

Get Organized Workbook

File and Find Digital Info in a Flash

Get Control! Get Organized

2 All Materials ©2003‐2012 GetControl.net All Rights Reserved. For Individual Use.

Do Not Copy or Distribute Without Permission. Patented: US7698316

Table of Contents

Table of Contents .......................................................................................................................................... 2

Set Up Your Zip Zone ............................................................................................................................ 3

Digital Folder Tips and Tricks ................................................................................................................ 4

Explanation of COTA Folders ................................................................................................................ 5

Universal COTA Map for Business Information ..................................................................................... 6

COTA Examples for Different Professions ............................................................................................. 7

Setting Up the COTA System .............................................................................................................. 13

Organize Your Personal Life with PAO® .............................................................................................. 16

The Secret Benefits of COTA and PAO ................................................................................................ 17

Search Tips: Learning to Zing with Google® and Bing® ........................................................................ 18

Quick Survey ...................................................................................................................................... 19

Feedback on Class .............................................................................................................................. 20

Other Useful Get Control! Classes ...................................................................................................... 21

Notes ................................................................................................................................................. 23

Best‐Selling Books – Award Winning E‐Learning ................................................................................. 24




Set Up Your Zip Zone

Prioritize Your Shortcuts: Create a ZipZone!

1. Right click on the lower, horizontal toolbar in the

center area.

2. Make sure that Lock the Toolbar is unchecked.

3. Select Toolbars > Links

4. Look for a small toggle bar and drag it to the left to open up the icon area.

5. If the titles are included they will take up too much room so right click on the word Links

and uncheck Title and Text so that only icons appear.

6. Now you can click and drag priority folders, documents, websites, applications, or

Outlook emails to your Zip Zone.

7. When pulling websites to your Zip Zone always left click and drag the small icon to the

left of the web address at the top of the browser.

8. You can also pull applications from your Start Menu or desktop to your Zip Zone.

9. You can rearrange or delete any icons you want in your Zip Zone without losing

information.

10. Bonus: You can even click and drag shared drive and SharePoint folders to this space.

Exercise: What are your top 10 Zip locations?

1. _________________________________

2. _________________________________

3. _________________________________

4. _________________________________

5. _________________________________

6. _________________________________

7. _________________________________

8. _________________________________

9. _________________________________

10. ________________________________




Digital Folder Tips and Tricks

Basic, Time‐Saving E‐Folder Tips

1. Create a New Folder: Right click and select New > Folder to create new folders.

2. Copy Folders or Documents: Highlight a folder or document icon and select Control + C

(Copy) > Control + V (Paste).

3. Prioritize a Folder: Add a number in front of the folder or document name to send it to

the top.

4. De‐Prioritize a Folder: Rename the folder to zz + title for it to sink to the bottom.

5. Rename a Group of Documents or Folders: Use Control + A – Select All – to highlight all

folders. Then use f2 to rename one of the folders or documents. Then hit enter and all

of them will have the new name.

Version Control

1. When naming documents, use a year, month and date system for locking in the exact

time that you encountered that document.

2. Teams can use this to help keep track of the latest version of any document.

3. Example: 014 02 17 is the year 2014 and month and date February 17. Including the

leading zero does make the document pop to the top over other items.

Create Power Draft Folders

1. Determine a repeat folder category such as Clients, Projects, Products, etc.

2. Create a new folder and label it zz + Title + Power Draft. The zz name will locate it at the

bottom of the folder list.

3. Open the new folder and add numbered sub‐folders.

4. When a new folder is needed ‐‐ highlight and copy the zz folder.

5. Then use f2 to rename it.




Explanation of COTA Folders

Each COTA master folder will have sub‐folders. Here is a description of what sub‐folders can be found

within every COTA system:

1. Clients

This is the group of people that your team helps or services in some way. They can be an internal or

external group. Internal clients are other teams, departments, or groups within your organization.

External clients are the organization’s customers. Clients can also include other groups that impact your

team’s success. For example – government regulators or an organization that certifies your product or

service.

2. Output

This is the value that your team delivers. For example, sales people deliver info relating to their

products. Information technology might have output folders for computers, tablets, software, smart

phones, IT help desk, etc. Output is where you store the information that makes you an expert in your

specific field. For example, doctors would place healthcare information here and accountants would

place information relating to the tax code here.

3. Teams

This is your primary team. Create folders for all of your teams under the team’s master folder. For

example, you might be on the Human Resources team but ‐‐ you may also be on the Board of Directors.

Each team would need folders for a separate roster, meeting notes, strategic plan, etc.

4. Admin

These are your non‐core‐job responsibilities. This might be your expense report or personal benefits

statement or travel info. Also place any miscellaneous info in Admin.

5. Personal or PAO

Create a 5th folder for personal information. See description of PAO that follows later in this workbook.




Universal COTA Map for Business Information This map depicts generic, universal COTA folders and sub‐folders. Use it as a guide for designing

your system. We encourage you to stick with the standard 4 COTA work folders as this will help

you when communicating with colleagues.

1. Clients (Groups that receive value from my team)

General Client Folder (Contains reports, surveys, etc. that apply to multiple clients) Client A Client B Client C ZZ Client Power Draft (Copy and rename this template when you get a new client)

1. Account Info 2. Presentations 3. Proposals 4. Invoices

2. Output (Value delivered by my team)

General Output Folder (Contains folders for info that pertains to all Output – i.e. a price list) Product 1 Product 2 Service 1 Service 2

3. Teams (I am a member of these teams)

Team 1 Meeting Logistics Meeting Notes and Presentations Team Business Plan Team Roster

Team 2

4. Admin (Info not directly related to my core job responsibilities)

Travel Company Car Benefits Budget Expense Report Miscellaneous business info that defies categorization

5. PAO (Personal Info: 1. People, 2. Activities, 3. Organization)




COTA Examples for Different Professions

Sales Representative

Clients: Your clients are your customers – the companies to whom you market your products. Sales

Reports and data can also be stored in your clients folder. If you have a number of documents like a

global sales report that refers to some or all of your clients you may want to create a 0. General Clients

folder that sits at the top of all of your actual client folders. If you have other extremely important

groups that influence your clients’ opinion of your team – you may want to place them here to increase

your focus on these important people. For example, you may want to create a folder labeled 1.

Strategic Partners and place it in the clients folder.

Output: Create sub‐folders for your products and services in your output folder. Also create a sub‐

folder for your sales materials with additional sub‐folders for marketing brochures, sales presentations,

etc. Since you deliver or output these materials to your client – they belong under output. I also would

place a folder here for competitive information you may discover. At times, you may need to compare

your product to a client’s product. You may want to create a sub‐folder labeled 0. General Output for

situations where you get information that refers to all of your products – for example a price list.

Teams: Your primary sales team info is stored here. If you are on multiple teams, create sub‐folders for

each team. Always include your business plan, meeting content and notes, team rosters, as well as

folders for team members if you are a leader. If you are part of other teams outside your organization

you can create sub‐folders here as well – for example – a networking association sub‐folder.

Admin: Place your non‐core‐job info here. For example, expense reports, policies, travel info, individual

benefits statement, computer info, general training info and any miscellaneous non‐core‐job

responsibilities should be sub‐folders in your admin folder. On very rare occasions you may have

miscellaneous business info that defies a COTA description – place that here as a sub‐folder so that you

will always have 4 simple master folders plus one personal folder for the rest of your career.

Sales Manager

Clients: For the most part, Sales Managers can set up COTA in the same way as salespeople. Use the

description above – for organizing salespeople’s client and output folders. Do not designate salespeople

as clients – this will cause confusion and will make it hard for you to re‐organize your team shared drive

into a COTA format. If the entire sales team – including you – uses the same system – everyone will be

more organized. When your whole team uses the same system you can provide great storage advice

and transition information from outgoing reps to new reps in a flash. (You may want to review the

Leader COTA description below)

Output: Create sub‐folders for your team’s products and services here. Also create a sub‐folder for

your sales materials with additional sub‐folders for marketing brochures, sales presentations, etc. Since

you deliver or output these materials to your client – they belong under output. I also would place a




folder here for competitive information you may discover. At times, you may need to compare your

product to a client’s product. Finally, you may want to create a sub‐folder labeled 0. General Output

for situations where you get information that refers to all of your products – for example a price list.

Teams: Virtually every sales manager has multiple team folders. The first folder consists of your team

and you should have a power draft folder for each team member that might include Resume and Hiring

Info, Personal Info, Performance Review, Achievements, etc. Sales Managers will have a second sub‐

folder for the management team on which they serve. For example, a District Manager has their own

district team but also may be a member of the regional sales team. Always include your business plan,

meeting content and notes, team rosters, etc. in any team sub‐folder.






Leader or Executive

Clients: Every leader has a team. Your clients should be the actual internal or external clients serviced

by your team. Resist the urge to make everyone – including your employees and vendors – your clients

within COTA. When everyone is a COTA client – things get confusing. Also, when leaders clearly define

the real‐world client for their teams – it can lead to increased service levels, sales and client satisfaction.

When leaders and employees focus on the real client – team success follows! Finally, you may have a

few groups that actually influence your sales or service levels more than the actual clients who buy your

product – make sure you designate these kinds of groups as clients too. Examples include key

regulators, legislators, quality certification agencies or franchisees.

Output: What services or products are being created or delivered by your team? This is your Output.

Again, think big. Make sure you include anything that travels to the client including value added

programs and marketing or promotional material.

Teams: Almost every leader is a member of multiple teams. You can create a sub‐folder for each team.

Your primary team should have sub‐folders for each team member and you can create a team member

Power Draft so that every team member’s file looks the same. For example, each team member could

have a sub‐folder for things like: Job Application, Compensation, Contract and Performance Review.

Executives may be on multiple teams including Senior Leadership Team, Board of Directors, Investors or

an executive networking association. Always include your business plan, meeting content and notes,

team rosters, as well as folders for team members if you are a leader.








will always have four simple master folders plus one personal folder for the rest of your career.

Training Director

Clients: A Training Director’s clients are the other groups, teams, departments, or divisions to whom

you provide training programs. So create sub‐folders for those internal groups that you service.

Output: Your output consists of the different training programs that you offer. You can create a Power

Draft folder so that all of your training programs are organized in a tidy, uniform manner. For example,

you could have sub‐folders for the invitation, presentation, workbook and survey.

Teams: Your primary HR Training team or department may be your team. If you are on multiple teams –

it’s fine to have multiple team folders here. Always include your business plan, meeting content and

notes, team rosters, as well as folders for team members if you are a leader.






Administrative Assistant

Clients: Try to align your COTA categories with your primary team’s categories. Resist the urge to place

your primary boss in your client folder. Instead – place their info under teams. If you visualize the work

environment through your supervisor’s eyes you may become more adept at supporting her. So reflect

on what groups are the actual clients of your primary team and create client folders for those groups.

Output: You will have two kinds of information in your output section. The first will simply be

information on your team’s products or services. So if you are an Administrative Assistant for the IT

department you may have to send out information on SmartPhone guidelines which could be stored

under Output/Smartphone. You will have a second set of folders for best practices, guidelines, etc. that

relate to being an excellent administrative assistant. For example, if all administrative assistants are

trained to format documents in a certain way – those instructions could be stored here as well.

Teams: Your primary team folder goes here. If you are on multiple teams – it’s fine to have multiple

team folders. Always include your business plan, meeting content and notes, team rosters, as well as

power draft folders for team members if you need to keep track of their individual information.








will always have 4 simple master folders plus one personal folder for the rest of your career

Human Resources (HR) Professional

Clients: For most HR professionals, the client is the other groups, departments, teams, or divisions

within the organization. These are the groups to whom HR services are delivered.

Output: Your output consists of the different services and programs offered by HR for example the

benefits package or training programs. Each should have its own sub‐folder within the output folder.

Teams: Your primary HR team should have its own sub‐folder. If you are on multiple teams – it’s fine to

have multiple team folders here. Always include your business plan, meeting content and notes, team

rosters, as well as folders for team members if you are an HR leader.






Information Technology (IT) Director

Clients: An IT Director’s clients are the other groups, teams, departments, or divisions that receive or

use the software, hardware, and services provided by IT. So create sub‐folders for those internal

groups under clients.

Output: Your output consists of the categories of technology that you offer. Also include folders for

value –added services like IT Help Desk information or guidelines.

Teams: Your primary IT team is your team. If you are on multiple teams – it’s fine to have multiple team

folders. Always include your business plan, meeting content and notes, team rosters, as well as folders

for team members if you are a leader.






Project Manager or Process Improvement Expert (i.e. Six Sigma, Lean, TQM)

Clients: Project Managers help to manage ongoing, customized projects for various teams within the

organization. The same is true for Six Sigma and Lean manufacturing experts. Therefore, it makes sense

to have a logical and consistent place to locate each project as it occurs. Since these projects are usually

designed to benefit some other group – either inside or outsides of the organization – the logical place




to put your project folders is in the clients folder. If you have multiple projects for internal or external

clients then I would create actual client folders. If you tend to do a variety of projects for varying clients

I would simply create a list of project sub‐folders in your client master folder. I would use this technique

to name each project folder: 012 12 05 R&D Info Storage Upgrade Project. This will cause the projects

to align by date if that is desired.

Output: Like most professionals, project managers learn a great deal about how to run a great project.

Six Sigma and Lean experts study for years to gain the expertise needed to improve complex processes.

Your Output section should include folders for every kind of expertise that you have collected including

best practices, useful templates, important insights, procedures for running a stellar project

improvement initiative, etc.

Teams: Your primary project management team folder should go here. Always include your business

plan, meeting content and notes, team rosters, as well as folders for team members if you are a leader.






R&D Scientist

Clients: R&D professionals may have different clients depending on what they are researching, testing,

designing or creating. Some R&D professionals design products for target groups who must like or

benefit from the product in order for it to be sold. Here the actual client can be the end‐user. Other

R&D professionals must submit their discoveries to regulatory agencies or certification experts. In this

case, the client folders may be those groups that judge the product and allow it to be sold.

Output: Output would consist of two kinds of information. If you primarily work on 1‐2 kinds of

products, I would have a folder for each one under Output. If I create a wide variety of highly

customized products or services designed for many different clients – I would create sub‐folders under

the appropriate Clients folder. I would also create folders for information and guidelines on how to

conduct successful research. Here are some examples of things that could be stored under output:

Microchip Production Best Practices or Antibiotic Resistance White Papers.

Teams: Your primary R&D team folder should go here. Always include your business plan, meeting

content and notes, team rosters, as well as folders for team members if you are a leader.









Non‐Profit or Charity Organization

Clients: Many non‐profits have two types of client folders. The first type represents the people they

help. So for example, if you provide food to the elderly, you might have a file on each location or group

that you help. It is also critical to have a second kind of client folder – for the people who donate money

to help your cause. Viewing contributors as clients is wise as ultimately, their revenue is critical to the

well‐being of your organization.

Output: Output would consist of the kinds of products, services, information or other kinds of

assistance you provide to the needy. I would also include the materials you use to educate those who

donate money, time or resources here. For example, you may have a brochure for donors – place that

under output.

Teams: Your primary team within the organization would be here. You might be involved with other

kinds of teams for example an association that helps

charities allocate more money to critical aid. Always

include your business plan, meeting content and notes,

team rosters, as well as folders for team members if you

are a leader.

Admin: Place your non‐core‐job info here. For example,

expense reports, policies, travel info, individual benefits

statement, computer info, general training info and any

miscellaneous non‐core‐job responsibilities should be

sub‐folders in your admin folder. On very rare occasions

you may have miscellaneous business info that defies a

COTA description – place that here as a sub‐folder so

that you will always have 4 simple master folders plus

one personal folder for the rest of your career.

Fun Fact: Get Control!®

Get Organized

participants print 15%

less email and

documents because they

are better at filing and

finding info on their

computers.




Setting Up the COTA System

Step 1: Download COTA Icons

1. Go to www.getcontrol.net/cota

2. Click on Install COTA Software Icons Now.

3. Click Save twice in order to download COTA file to your Desktop.

4. Right click on the COTA zip folder that you saved to your Desktop.

5. Click on Extract All.

6. Click Next twice to unzip the folder.

7. Click Finish on the last page to open the extracted file.

8. To run the quick set up program double‐click the cota.exe file from inside the extracted

COTA 10 folder. Note: if you get an Open File‐Security Warning, click Run to start the

COTA application selecting Send To > Desktop.

9. Now you can choose the location for your COTA folders. The default location is set to

your My Documents folder. Click Browse to choose another location.

10. Then click OK and Click Done.




Step 2: Create, Delete, and Re‐Work Folders

1. Once your COTA master folders are in place simply click and drag existing folders into

appropriate COTA folders. You will need to create and rework some folders.

2. Some folders use a different type or method of organization. COTA is based on what kind of

information you are storing. Urgency is a different way to store info that we do not

recommend. What is urgent today is not urgent tomorrow. Eliminate folders that use a

different way of storing info to keep things simple:

a. Urgent Folder: Eliminate the Urgent folder and simply maintain a task list with urgent

items on it. Save current Urgent items into your COTA system based upon what they

are rather than how soon they must be completed.

b. Stuff Boss Sent Folder: Your boss could send you a chocolate chip cookie recipe or your

performance review. So it makes sense to store information based on what it is versus

who sent it to you. So eliminate the Stuff Boss Sent folder and store the items into

COTA.

c. Presentations Folder: We are often tempted to store information based on what kind

of software created the item. For example, some people place all slide presentations

into a folder called Presentations. This works at first but eventually, the user has 300

presentations in one over‐stuffed folder. It is easier to use one methodology to store

info so simply store your presentation in the appropriate COTA location. For example, a

widget presentation can be stored under Output/Widgets.

Step 3: Use the Higher Rule

When an item could fit into two COTA master folders – place it in the higher of the two categories.

By “higher” we mean the one that comes first. Since, 1. Clients comes before 2. Output an item that

could fit into both folders – such as an ABC company (client) widget document (output) would be

placed as follows: 1. Clients/ABC Company/Widgets.

Step 4: Set Up COTA Shortcuts in Zip Zone

1. Refer to E‐Folder Excellence section to learn how to open your lower toolbar for the placement

of COTA shortcuts.

2. Simply click and drag your COTA icons to the left Favorites bar in Windows 7. XP users can click

on Favorites and Add to Favorites to add COTA folders.

3. Next, click and drag icons to your lower, right horizontal toolbar Links area.

4. Now you have one click access to your key sub‐folders in a wide variety of scenarios.




Step 5: Additional COTA Tips

1. Now that you have a solid COTA design in Windows 7 Explorer you can transfer the design to

your email folders. Email folders can be copied. Important: in Outlook, simply remember to

right‐click for various functions such as Copy and Paste. You can create Power Draft folders in

Outlook but not in Lotus Notes and other email programs.

2. In Outlook – Use F12 as a shortcut to save documents and email into COTA Windows 7 or XP

Explorer Folders

3. When you hit Browse, Open or Insert your COTA system will pop into view as all of these

pathways lead to COTA.

4. Extra Bonus Credit: If COTA is working for you – strongly consider asking your team if the team

shared drive can be re‐worked into a COTA format. We provide consulting for large projects:

[email protected]

Escape the lost info hamster wheel!




Organize Your Personal Life with PAO® COTA is a method of organizing and prioritizing business information. What about your personal information? Here are three categories that you can use to bring order to your personal life: People, Activities, and Organization(PAO). PAO® courses will be available soon.

1. People (Important people in my life)

Family Spouse Name Child 1 Child 2 Child 3 Sister Uncle 1 Friends Friend 1 Friend 2 Friend 3

2. Activities (Experiences that I pursue)

Spiritual Sports Arts Fine Dining Travel

3. Organization and Admin (Things I must do)

Taxes Will House Repairs Budget




The Secret Benefits of COTA and PAO You’ve just discovered a powerful new way to organize your world. People who master COTA and PAO save 15 days per year, feel less stress, and get more done. Maybe you’re wondering—What’s next? Here are two surprising uses for COTA and PAO:

Organize Your Life: Use COTA® and PAO® to reach you fullest potential at work and home. The COTA and PAO sub‐folders you create reflect the world in which you live. What’s missing from your world and life? Add folders for the things you’d like to see in your personal and professional life. Could you add an output item—such as a new service or product—that would turn satisfied clients into thrilled clients? If you

work in sales – what 3 dream customers could you add to your client folder list by year‐end? If you’re a leader—what people or programs could you add to take your team to the next level?

Next, look at your PAO folders. Is there someone special that you’d like to add to your people folder? Perhaps an estranged relative or a dynamic new friend could be added? Do you have any activities that you’ve always wanted to pursue? Look in your organization folder—Do you have a will?

Visualize your optimal COTA and PAO folders—create them—and work at filling them up with excellent information. Before you know it, the person in the mirror will transform into the person you’ve always dreamed of being.

Big Picture Communication Tool: Savvy leaders can use COTA and PAO to easily communicate big ideas to their people via flow charts. For example, if administrative burden is getting in the way of getting more done—you can draw a flowchart of the COTA system using an oversized red admin box. This visual image will convey a clearer and more powerful message than words alone. Consulting assistance is available for interested professionals: [email protected]. A license is required for large scale or enterprise use of COTA or PAO.




Search Tips: Learning to Zing with Google® and Bing® Key Insight: When you can search and find information fast ‐‐ you don’t need to waste time carefully

storing it!

1. Flight Status Update: Enter flight number and airline name

2. Research Flights: Enter departing and destination airport codes like JFK or LAX as

follows: JFK to LAX

3. Track Shipments: Enter tracking number only for Fedex, UPS, DHL etc.

4. 4 Day Weather Forecast: Enter postal code + “weather” (also works for movies)

5. Instant Calculator: Enter equations using ‐ + X or /

6. Convert Anything: Convert currency, weight, metrics, volume, etc. using A “into” B

format

7. World Clock: Enter “time” + city name

8. Spell Checker: Enter any word you want to spell

9. Reduce Irrelevant Hits: Use minus sign + word to eliminate an irrelevant category like –

sports

10. Search All Pages Within a Site: Type site:website (No space after colon)

11. Restrict Search to Exact Phrase: Put “quotes” around a phrase like “Mike Song”

12. Identify Area Code Location: Enter area code

13. Get Dictionary Entry for Any Word: Type that word + “define”

14. Get a Sports Score: Enter team name + “score”

15. Search Within a Web Page or Document: Control + F




Quick Survey

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Please let us know what you liked most and least! Please share any feedback on how we can

improve the module or help the facilitator do an even better job.

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Other Useful Get Control! Classes

If you enjoyed this class, ask your learning and development team about other fast, fun,

and effective Get Control! modules. You can also visit www.getcontrol.net for more information.

If you don’t know what programs your organization offers – feel free to email me at [email protected] and we will refer you to the right person in your organization who can answer all your questions!

A complete schedule of upcoming Get Control! webinars and list of Emodules can be found at www.getcontrol.net

Core Productivity Modules

Other Modules

Outlook

Virtual Meetings

iPhone OneNote iPad

Public Speaking

Presentations

Gmail Lotus Notes




Notes

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Best‐SellingBooks–AwardWinningE‐Learning

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that allowed us to train our entire organization at one low annual rate.”

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“The new way to get more done!” ‐Ken Blanchard, Co‐author, The One Minute Manager®

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Email [email protected] with questions or concerns.

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