Beyond COVID Thriving in the Pervasive Work-from-Home Environment Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited. During this Training Event You Will… 1. Learn Woodard’s perfected process for maintaining alignment in virtual teams and maximizing productions around projects and tasks – including projects as extensive as our annual Scaling New Heights® conference. 2. Discover technologies used at Woodard we use to collaborate, conduct meetings, and democratize information. 3. Explore Woodard’s virtual workplace culture that inspires team members to generate powerful outcomes while enjoying flexible office hours, navigating innumerable distractions from family and friends, and receiving unlimited PTO. Copyright 2021 All Rights Reserved. Reproduction without permission is prohibited. Scaling New Heights 2021 • Over 1,000 Certified QuickBooks ProAdvisors • Over 100 Unique, Advanced Breakout Sessions • Certification Exam Preparation (QBO Advanced and QuickBooks Payroll) • Over 100 QuickBooks-Integrated Solutions • Intuit Executive Keynotes and Interactions • …and More! www.ScalingNewHeights.com Copyright 2021 All Rights Reserved. Reproduction without permission is prohibited. Quadrants of Organizational Level Work Documents Communication Work Tasks/Production Knowledge Source: Work quadrants as taught by Rob Smith of Point7Seconds Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited. Quadrants of Organizational Level Work Documents Communication Work Tasks/Production Knowledge Source: Work quadrants as taught by Rob Smith of Point7Seconds Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited. Managing Documents in a WFH Environment Document Centralization and Democratization • Documents in paper form are available only to those physically with the piece of paper • Documents in local drives are available only Paper Local Drives to those physically in front of the hardware • Documents in cloud silos are available only to those with knowledge and access to the silo Cloud Silos Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited. Managing Documents in a WFH Environment Document Centralization and Democratization • Scan all paper documents that are relevant to the company’s current operations • Transfer into and store documents within a single, company-managed: • Optical Character Recognition • Indexing Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited. Managing Documents in a WFH Environment Document Centralization and Democratization Demonstration Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited. Managing Documents in a WFH Environment Best Practices • Use company-managed cloud backup with utilities installed on each local workstation…and check regularly! • Sync the PC’s Desktop, Documents and Downloads folders to Cloud Storage Systems • Use folder mapping for OneDrive or other non- collaborative folders • Use MS Teams for document collaboration or integrate cloud storage with Slack Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited. Managing Documents in a WFH Environment Production Documents • Retention policies Woodard recommends: • Edit tracking • Check in/out • Notes • Association with Engagements/Workflows • Client Accessibility (e.g., Portals) Tip: Sync, when possible, with your company-wide cloud document management systems (e.g., SharePoint or Google Drive) Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited. Quadrants of Organizational Level Work Documents Communication Work Tasks/Production Knowledge Source: Work quadrants as taught by Rob Smith of Point7Seconds Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited. Managing Communications in a WFH Environment • Do Not Use Email for Internal Communications • Deploy a communications/collaboration solution like Microsoft Teams or Slack • Use Multiple Channels to categorize conversations • Sample Channels/Teams Include • All Company • Sales and Marketing • Back Office • Customer Support (For Collaboration…not Tickets) • A Team for Each Functional Area of the Company (e.g., Bookkeeping, Tax, Audit, Consulting, etc.) Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited. Managing Communications in a WFH Environment Demonstration Woodard’s Teams…and a Look Inside our “All Company” Team Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited. Managing Communications in a WFH Environment Best Practices • Tag people to call attention to essential posts or requested information/responses • Create company policies around the use of important and urgent tags • Read through all posts for all channels/teams in which you are invited every day. This is your company’s “newspaper.” • Have fun. Use GIFs, use a Water Cooler Conversations channel, tell jokes, etc. Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited. Quadrants of Organizational Level Work Documents Communication Work Tasks/Production Knowledge Source: Work quadrants as taught by Rob Smith of Point7Seconds Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited. Managing Tasks in a WFH Environment • Use a Collaborative Solution Microsoft Planner • Keep it Simple at First (e.g., Excel Sheets in SharePoint or Google Sheets) • Evolve into a Task/Ticket Management Solution (Examples to the Right) HubSpot • Avoid the temptation to over-purchase (e.g., complex project management solutions) • Use a solution with repeating/cyclical tasks for client productions Asana Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited. Managing Tasks in a WFH Environment Demonstration How Woodard is Collaboratively Managing this Webinar Webinar in HubSpot Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited. Managing Tasks in a WFH Environment Best Practices • Use initials when assigning tasks to others within the company Microsoft Planner • Don’t miss a deadline for a task that has been internally assigned to you without notifying the other party • Give people as much lead time as possible when assigning them tasks. HubSpot • Have a specific policy/guideline for task statuses and priority settings • Use a different task management system for collaborative vs. individual tasks. Asana Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited. Managing Tasks in a WFH Environment Collaborative vs. Individual Tasks Collaborative Individual Microsoft Planner Microsoft To Do Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited. Quadrants of Organizational Level Work Documents Communication Work Tasks/Production Knowledge Source: Work quadrants as taught by Rob Smith of Point7Seconds Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited. Managing Knowledge in a WFH Environment Information Centralization and Democratization • Store company information and knowledge in a centralized, accessible space (e.g., OneNote or Evernote) Paper Local Drives Email Exchanges • Integrate the knowledge container(s) with as many systems as possible. • Consider deploying a CRM Solution Voiced People (i.e. Brains) Information/Exchanges Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited. Managing Knowledge in a WFH Environment Information Centralization and Democratization Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited. Maintaining Daily Alignment • Daily Standing Meeting • State the Daily Tasks the Person will Accomplish • Align around the Tasks • Post the Task Statuses and Accomplishments in Team/Slack • Conduct an in-depth team wide meeting weekly to align on major projects! Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited. Microsoft 365 Implementation Boot Camp 10-week Boot Camp begins Week of October 4th Learn how to: • Deploy, or expand your use of, Microsoft 365 in your business, including transferring email & files, if applicable. • Modernize team collaboration , document sharing, and business information. • Centralize information through comprehensive Microsoft Cloud utilization. • Adopt best practices for the use of Microsoft 365 applications. Copyright 2021 All Rights Reserved. Reproduction without permission is prohibited. About Woodard’s Productivity Course Woodard’ Productivity course provides you with the knowledge, tools and support to continually prioritize tasks and projects, set boundaries with client, personal and employee relationships, harmonize work and life, adopt extreme intentionality and maximize productions. • Generate Outcomes through Personal Process Improvements • Incorporate the Productivity and Priority Connection into the Whole of Your life and Practice • Deploy Woodard’s Proven, Comprehensive Productivity Method • Design a Practical, Sustainable Task System • Harmonizing Individual Actions into Team Projects • …and More! Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited. Beyond COVID Thriving in the Pervasive Work-from-Home Environment Copyright 2020 All Rights Reserved. Reproduction without permission is prohibited..