| |
|
|
| |
| |
Another
organisational & tracking system for your
work
By Luis Ib
One of the most important items in your
repertoire as a CPA is your ability to stay on
top of things, your ability to plan and to
implement those plans on time and tracking
projects. I’m not talking here about the
wizardry of project planning software packages,
but rather the down-to-earth, methods for keeping
your focus on the things that matter.
My long-time interest I have in the area of
personal productivity take me to the adoption
(and deep appreciation) of David Allen's Getting
Things Done (GTD) methodology. It's by far the
best I've used in regard to flexibility ease of
use.
I have learned the hard way to "Keep It
Simple, Sam!" What I am proposing here is a
practical work planning and review method that
can be linked to and managed by any PC.
Few months ago, when I attended to a CPA Seminar,
had the chance to see one colleague with this
system in action, and I was surprised. This guy
,with his laptop and a cool graphic seemed to
have all his work under control and he sent
orders to his office about different things to do
in each case in a few minutes.
My curiosity was great and began to talk with him
about this system.
Now I adopted this system and in this page I
describe some points which were particularly
helpful & surprising, with some snapshots to
see how easy is.
In this article, I hope to describe the system
I've put in place for myself. I'm totally
satisfied with it, I increased my personal
productivity 100%, although it remains under
continual review.
I follow a process that is based on Getting Things Done
(GTD) but with an special enfasis in project
management.
Preparation
Let’s start by outlining the basics of my
system and then we will look at ways in which it
might be implemented in your PC.
1) Everything is tracked in a serie of screens
called Command Center on a computer. So , in this
way, in one screen you see the general status of
your cases. (Fig.2)
2) All projects are tracked in a Data base, it
was made with Delphi, I prefer rather than
Microsoft Access.
Description of some fields in each
register- DataBase
-The "status"field with 4 categories:
work urgent > color red
Look into > color yellow
Proyect going well > color green
begin > color blue
So , in this way with one look, you can know
where you are and what project need your urgent
attention ( color red projects)...really simple
and it works for me...Ideal situation would be
all project colored in green...
-The "Importance" field with 3
categories : high , medium & low
-The "%Completed" field> 0% to
100%....
Besides 2 panels with the following information:
-"Deadlines" : ; cases with deadlines
-"No deadlines" : things to do in each
case , that don't have a deadline, but all of
which need to be done
-"Follow up" : things to do this week
or things you are waiting for receive this week
-"Action plan": List of next actions in
each project. It´s organized so:(fig.1)
#####################Fig.1 : Action plan sheet
I´m thinking to add more fields, but this system
it´s working well until now and it keeps
simple...
I suggest to see the snapshot and you will see
what easy to control your clients is with this
system.
----------------
##Fig. 2: Command Center- Background
w/blue circles representing months, at the center
April.
The main screen show me the projects in status
category and time.
It´s like a radar screen, the current month at
the center in this case April with the projects
represented by color circles of different size.
Red circles mean urgent projects to work, size
means importance (bigger = importance high, and
so..)
As you can see at the center you find some red
circles, which indicate projects with an
"urgent" status that you must work
inmediately.
In this way you can review your projects with a
look. The panels around the graphic show the
important deadlines, things to do with no
deadlines, a database with action plan and
tracking indicators reminder.
Process
My process is implemented primarily with desktop
computer tools, for the Windows platform,but you
can implement on paper too.
I process my customer database regularly,
creating action items or projects for things I
have to do. Some brainstorming if necessary.
Review ongoing projects and todos with the
objective of possibly adjusting priorities (i.e.
writing new deadlines, changing status, updated
the "%Completed" field & writing
new follow up´s ) .
With this system I don´t need review my projects
weekly, with the graphic visualization I see how
my projets are going...The ideal situation would
be have only green circles, which mean all
projects are ok. The key here is the database
management and the regular updates (which I do).
The great benefit was see the general status in
one screen. When you are in a hurry, it helps a
lot, I only take a look to the screen and I know
what project need more attention.
I'm totally satisfied with it, I increased my
personal productivity 100%, although it remains
under continual review (looking for new ideas).
If you have any comments or queries please do not
hesitate to contact me.
|
| |
VOIP TELEPHONY
For years you've sent written messages through
the Internet with email. Now you can do the same
thing with your voice messages.
VOIP (or Voice Over Internet Protocol) is the new
way to make and receive phone calls. Voip
telephony provider converts your phone calls into
data that zips through your high-speed Internet
connection. The big advantage with Voip Telephony
is that you can call anywhere at anytime for less
money. And it's better than your traditional line
because it expands the power of your phone.
VoIP telephony services convert the analog voice
from a telephone (using an adapter between the
telephone and the Internet connection) into
digital signals that travel as packets over the
Internet thenare converted back to analog voice
at the receiving end. When placing a VoIP
Telephony call using a phone with an adapter, a
consumer hears a regular dial tone and can dial
traditional phone numbers. Other VoIP Telephony
services allow calls directly from a computer,
either to a network of common service subscribers
or to any telephone number. True VoIP Telephony
requires the customer to have a broadband
connection, such as cable modem or DSL.
Most VoIP- IP Telephony services offer customers
a range of features including voicemail,
CallerID,call forwarding, 3-way calling, and call
blocking. Customers have the option of choosing a
phone number from nearly any area code in the
country. VoIP Telephony services and products are
available either directly from the provider or in
some cases, at retail stores.
Currently, VoIP- IP telephony services are not
subject to many state or federal taxes and
fees,(in the US)and thus can offer calling plans
at rates competitive with those of wireline and
wireless telephony providers. However, it is
difficult to compare prices due to differences in
quality of service and features.
Application: VoIP PBX for small business
IP PBX can help a small business enhance
personalized, premium service while reducing
operating costs.
Consider this Voip Solution if:
·If you need to replace your obsolete phone
system with one that wouldkeep pace with your
business’s rapid growth.
·If you want to reduce the cost of communication
between your branches.
·If you need a system that would be easy to
learn and use...
Then take a look to the new Voip PBX´s/
IP-PBX solution to reduce infrastructure
complexity and costs and centralize the
management of voice and data communications.
An IP PBX is telephone switching
equipment residing within the organization rather
than the telephone company.
Second, calls are transmitted via a data network
instead of the traditional PSTN (public switched
telephone network) and configuration is done
using a PC browser. This means that all
connections and extensions are controlled and
administered by the organization without having
to depend on — or pay for — PBX vendor
service.
Enhancing Service While Improving
Efficiency
During business hours, receptionists greet all
callers and Voip PBX enables them to managethis
influx efficiently. Calls are quickly and easily
routed to the right person, and with the
system’s advanced call forwarding
capabilities, callers never need to be told that
the person they’re calling is out of the
building,as calls are transparently routed to
other specified extensions or external numbers,
such as home or cell phones.
“If you’re out of the office, your
clients never need to know that,” .“You
can have selected clients go directly to your
cell phone.” Voip PBX also can show you who
is calling, helping you to handle the call much
more efficiently and effectively.
If your branches are widely dispersed
geographically, spanning several toll zones
andarea codes — and before the bank
installed Voip PBX, the frequent calls between
locations had resulted in hefty phone bills. Now
these calls are made toll-free using VoIP,
providing a substantial cost savings. In
addition, because some V oIP PBX´s work with
virtually any handset,
you can also saved over $000 by purchasing
off-the-shelf phones, without sacrificing
functionality or ease of use.
VoIP PBX integrated easily with a CRM system,
allowing client information to pop up on the
user’s computer screen as soon as a call
comes in. With essential client information at
their fingertips, you find it easy to answer
questions
knowledgeably and quickly, and in a manner
that’s appropriate to each individual
caller.
Especially for law firms
Tracking phone time is critically
important,especially law firms that operate on a
contingency fee basis.VoIP PBX´s has been
invaluable in helping firm s recover telephone
costs and charges previously lost due to complex
and inefficient tracking and accounting
procedures. Each client is assigned an account
code,enabling the firm to easily track telephone
charges and apply them to cases, thereby leading
to increased revenue,time savings and an improved
accounting process.
|
VOIP - IP TELEPHONY INFO
[ ] IP
Telephony home
|
