"I filter my mail according to the field that my name appears in. Mail that I'm CC'd or BCC'd on goes into separate mailboxes."
Never type the same message twice.
"You need to devise ways to answer your email quickly. Often people write to me and ask, 'Ken, what's the difference between Eudora Light and Eudora Pro?' Typing my response takes 5 or 10 minutes. So I've created 'stationery' that explains that difference: I just hit 'reply with' and select the stationery, and I'm done. If you find yourself typing the same thing over and over again, make it into stationery."
Coordinates: Ken Breshears, kenbreshears@qualcomm.com
The Web can be an exectutive assistant's best assistant. Teresa Williams, 38, is an "admin" to one of the principals at Meyer, Mohaddes Associates, an engineering firm based in Long Beach, CA. She's responsible for supporting her boss and for making sure that the 125-person firm runs smoothly.
Williams's killer app is OfficeClick.com (www.officeclick.com), an online work center that helps administrative professionals track meetings, keep schedules, make travel arrangements, order office supplies, and communicate with other admins. If Williams needs to know whether her boss's flight is on time, she just enters the airline and flight number, and the flight's status appears on her screen. "He can't escape me," she jokes.
Another of her favorite features is the "To Do" list, which provides already-compiled checklists for recurring tasks. Williams can also arrange to receive email reminders at specific times. "I'm so busy that I can't remember all this stuff," she says. "My computer used to be covered with Post-it notes. Now I get a message that says, 'Teresa, Don't forget ...' These reminders have saved my life quite a few times."
Coordinates: Teresa Williams, twilliams@mmausa.com
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