qualified IT expert can help with creating and documenting the system for you. Poor habits concerning email.

With thousands of emails in their inbox, a novice will scroll up and down looking for the email they want and have no per- ception of the time wasted. The inbox should be for items that aren’t yet handled, period. After it’s handled, it should be deleted or moved to an email folder struc- ture, which resembles the system used on the computer.

Delete anything of non-importance to keep email lean. When someone misses a deadline, I ask to see their (clogged) inbox. I empty their inbox into a folder titled “all emails before xx date.” From that point, they should work emails as they come in and keep the inbox clean. Having 10-20 is a good goal for the inbox count. Bad naming folder logic. Some people are organized about the logic of a useful system, but most cannot develop one. We started furnishing a set of folders to employees, and instructed that they can’t

create a new one without permission. They must have a legitimate need. This affords us an opportunity to train them to think strategically about organization, or share why an existing folder is the right choice. After 20 years, I have over 100,000 docu- ments saved, and can find almost anything instantly (using the file structure, not the search function). Saving everything in a printed

file. Everything should be digital. Having physical file folders is the inability to take a moment to scan and save a document. Failure to save documents into folders. Just leaving them attached to emails serves no efficient purpose. Bad digital image and photo skills. A lack of skill in taking digital photos, saving them, reducing them in size for email, using a thumb drive, or uploading up or down from a cloud is a real issue. A bad photo can kill a sale. No system for naming and saving

files. My staff saves every document with a date in the name. We don’t lose files.

Inability to use track changes in

Word. This is a big danger sign, as it takes two minutes to learn this. Quickly seeing changes in documents allows for a quicker approvals and less errors. Ultimately, whose fault is it if you have an employee lacking computer skills? Did you test them? You hired them, in all likelihood. But after that, did they get weekly training to get up to speed? In my experience, you can train too fast. Don’t send them to basic class one day and an advanced course the next; the training has to soak in with practice. As owners and managers, lead by example. Know how to do what you expect your employees to know how to do.

Ron Sturgeon, speaker and author, regularly shares his expertise in strategic planning, capitalization, growing market share, and more,

providing his field-proven and high-profit best practices. Reach him at (817) 834-3625, ext. 232 or email RonS@MrMissionPossible.com.

Automotive Recycling

March-April 2019 // 23