Speaker brief

• Business of designing software
  • SaaS, e-commerce
  • ERP consulting
• Organization history
  • Home organization started in 2015
    • YouTube
    • Marie Kondo
  • Business organization for YEN
  • I practice almost everything preached

Aims of sharing

• 概念 Concepts: Understand organization
  • What and why?
• 方法 Methods: Practical tips
  • How and how not?
  • Level 1 to 7
  • Higher = more difficult, more subjective
    • No right or wrong
• 收获 Become a more organized business/person

Is this organized?

What is to organize?

Why organize?

• Not really aesthetics - 整齐 vs 整理
  • Neat does not mean organized
  • Organized might not be neat
• To efficiently locate
  • Searching is a wasteful activity
• Higher Productivity/Collaboration
  • Same tools, same language
• To measure/see trends 衡量
  • Measure performance
  • Ability to automation
  • Many do not reach this stage

Fundamental concepts

• Everything must have a home
  • Have a default plan/decision first
• Batching/Buffering
  • Same effort for $5k vs $50k deal
  • Filing/Manufacturing/video editing
• Meeting standards (Not perfection)
  • Accounting, 1 vs 10 flies in the soup
  • Societal vs staff vs your norms
• Inversion
  • What not to do
  • Decision by elimination

4 main focus

• Physical assets - 物体 - Level 1
  • Floorplan, tables, chairs, PCs etc
• Paperwork - 文件 - Level 2
  • Government, education, warranty
  • Contracts, Invoices, purchase orders
• Resources - 资源 - Level 5
  • Time, staff, data/digital assets etc
• Processes - 流程 - Level 7
  • Supervision, SOP, daily operations etc
  • Different levels of understanding
  • Company culture

Resources 资源 - time

• Calendar is our best friend
  • Prevent double booking
    • Shared and sync
    • Google calendar
  • Schedule ahead of time​​
    • Never cancel as the organizer
  • As a bookmark
    • Sharing of brief info/links
• Life in 20 years

Resources - data

• Password manager
  • Bitwarden
    • Only 1 password
    • More secured
    • Free + open sourced
    • Stores other info, credit card etc
    • https://bitwarden.com
• Files
  • Backup - 备份
    • Need vs no need
    • Content vs applications
    • Must be daily + automated
    • https://bvckup2.com

Organizing processes 流程

Processes - What's the agenda? 议程

• ​Meetings 开会
  • Required? Or waste of time?
  • Was there time to think? 思考
• Seeing the big picture
  • Is every action addressed? (big or small)
  • Urgent matters should not get all the attention
• Are minutes taken? 记录 where？
  • Decisions 决定
  • Actions 行动
  • Tips
    • 2 projectors - presenting + minutes
    • ​Type 1 - irreversible
    • Type 2 - reversible​

Organized emails?

• Replying inline
• Going offline​
  • Replying in private/phone
• As discussed​
  • Replying with no details
• Multiverse 花招
  • Adding/removing "undesirable" recipients
  • Replying to an earlier message

WhatsApp for business?

• Avoid WhatsApp/WeChat for work
  • Lack of data retention
  • How to handover? (leave/MC/new comer)
  • If must, have dedicated account
• Trackers are the way forward
  • Plentiful, different learning curves
    • https://pipedrive.com for Sales
    • https://squarespace.com/scheduling for Booking
    • https://hesk.com for Customer service
    • https://slack.com Searchable Log of All Communication and Knowledge
  • Right tool is only 50% of the battle
    • The key is having a strong supervisor

Who moved my cheese?

• Version Control
  • Preventing unwanted changes/mistakes
  • Google docs/sheets have a change history
  • Microsoft Word has it, but cumbersome
• Better than Word?
  • Markdown
  • Git

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