Welcome to HOW iReview, a new column specifically designed to encourage and support house of worship (HOW) technical directors and their supporting staff. Together we'll explore practical solutions, creative ideas and new processes to help your ministry thrive. HOW iReview will help restore our vision by evaluating old processes and new technical advances to create a positive increase in productivity. I have long felt that there is a heart of technology and I am convinced it's you, the tech directors and your supporting staff.
Imagine it's Monday or Tuesday morning and you're heading back to the church with thoughts of the past weekend fresh in your mind. Upon arrival you get some critiques and a few encouraging words from staff. You head back to your office with a cup of coffee and sift through what needs to be done for the upcoming week. It's even harder when you have major projects on the horizon. Phones can start to ring, emails to answer, fires to put out. All the “to do's” start adding up early. You need a calming and efficient workflow to battle back these unavoidable circumstances. That's why today our focus will be on HOW iReview: Workflow.
Effective Multi-Tasking
Let's start with our desktop workflow. We need to be as clutter-free as possible, having a well-defined storage and filing plan. In today's world, this is usually done on computer. A well-organized computer will not only help you, it may indeed save you. My first recommendation is to have two screens for your office desktop. Matrox, a leading manufacturer of specialized graphics solutions for professionals, sums it up best ... “A two monitor setup lets you organize your workspace more efficiently, multi-task more comfortably and make fewer errors.” Enough said.
Next-Level Contact Management
Email, calendars and contacts have always been an ever-changing frontier. There are many companies with solutions available. I have run the gamut in search of the best tools available (Microsoft Outlook, Apple's MobileMe, Gmail, Yahoo, etc). Many of them are good, but I always come home to Google. Are they perfect? Who is? Google's products hit the mark for affordability (most of them are free), functionality, market share and commitment to growth. In comparison, some companies charge monthly fees for lesser-equipped systems. Earlier this year Google released a new feature called Integrated Gmail (IG). In my opinion, it's a hit. With IG, Firefox users can have their email, calendar and contacts all on the same screen, showing in one contiguous manner. It's also very intuitive. So now I use only one monitor for all my “office/clerical” needs, including email, and use the second for other current work like letters, spreadsheets, brainstorms, etc.
And it's quick. In the IG left sidebar, you can add a quick calendar, chat, and customized folders. So balance out cost, efficiency and speed and you see why I say Integrated Gmail is a hit. They also have awesome features under the hood. Undo email? Now you can cancel a sent email anytime within 30 seconds if you choose. This has saved me many embarrassing situations, usually if I write fast and am not focused. Click, Undo Send!
Another new feature in Gmail is their priority email box. It's a “smart” mailbox, figuring out what emails are important to you. I have already found this to be vital for workflow efficiency. Check it out for yourself. There are far too many features to list here.
In conclusion, to help fight back the barrage of ever increasing needs, over-reaching schedules, and to regain control of your mental stability ... have a positive workflow. With some simple help and more screen real estate available, you'll be on your way to a better workflow. Amen.
For more on workflow for technical directors, please visit:www.churchproduction.com/howireview
