Outlook Leader Standard Work Software

Do We Have a Problem?  How many hours per day do you spend in email? 

In a recent study of with one of our clients, we studied email traffic and the total amount of time reading, replying, and composing email totaled 8,000 hours per year.  In one quarter the total was 45,000 and the team quantified 50% as non value added.  At another client that employed project managers, over 50% of their time was non value add.  The labor implications for this exceeded $ 1 million in labor per year.

Wow.

Here are some descriptions that we use for email – any of these seem familiar?

  • Little to no standardization.  Basically free form text
  • Reactive
  • Like learning to drive a car that has a clutch.  Start.  Stop.  Wait.  Start.  Stop.  Wait.  Efficient?  Hardly.
  • Recurring horror movie.  Every new week we respond to the same people, with the same information, while requiring a staggering amount of our time at a keyboard

How many hours per week do you spend in email?  If we told you we could reduce 25 – 50% of that time would you be interested to learn more? 

Would that create an entire week of vacation per year for you?


What are the Objectives?

The objective is to eliminate or reduce email and meetings that waste your precious time while improving the flow of information to your internal and external customers.  Working in all major industries, we’ve seen individuals and teams reduce their email traffic by up to 50%.  Further, having an empty inbox at the end of each day is a tangible goal for our clients.

The Process in 3 Steps

  • Analyze the Data.  It’s easy.  With our software, you securely pull email and calendar events (e.g. – meetings) so that this information can be quantified & categorized.  Securely?  Yes, all of the actual content stays on your local machine.
  • Make Improvements.  Using categories of work, determine which you want to increase each week (e.g. – helping customers), which you want to decrease each week (e.g. – tracking down missing information).  Our software easily shows you which email and meetings are driving each category that you are measuring.
  • Build Leader Standard Work (LSW) in Outlook.  We won’t take the time to define LSW here, but this final step allows you and your team to build standard work for:
    • Email: For applications where email is the best way to communicate (e.g. – with your customers), use of embedded forms are a good way to improve communication
    • Meetings: Pre meeting requirement, properly defined agendas, and post meeting assignments
    • Tasks: daily, weekly, monthly, quarterly, and annually *recurring tasks.  For non recurring tasks, use of priority flags

Getting Started

As we have repeated on numerous pages, “In God we trust, all others bring data.”  We don’t guess at how to make improvements to your email & meetings; we gather frequency & duration data and allow you to efficiently pin point improvements that you can make immediately.  Our software is integrated with Microsoft Outlooktm and you and your team’s improvements start with a single phone call or email to tgg.

Define your Problem Statement.

The first step towards breaking your organizational log jams is identifying and verbalizing the challenge you're facing. What are you trying to solve? This simple Problem Statement exercise can have profound implications for your team. It helps you define the issue and gives TGG some sense of where the soft spots could be in your Order to Cash process. We invite you to take a few moments to fill out this form. A TGG consultant will contact you shortly to discuss your Problem Statement and provide some insight on how we may be able to help.

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