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Part 1: Missing Files Case Study

Part 1: The document discusses addressing a coworker, Ashley, who is not properly filing business documents. It recommends talking to Ashley to explain the filing system and offer help getting organized. If the issue continues, management would need to intervene. It also notes to give coworkers the benefit of the doubt if personal issues could be affecting their work. Part 2: The document outlines a 5-step process for effectively managing emails. This includes creating separate personal and business email accounts, setting aside time multiple times a day to review emails, categorizing emails into folders based on importance, and ensuring emails are responded to by the end of each day.

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60 views

Part 1: Missing Files Case Study

Part 1: The document discusses addressing a coworker, Ashley, who is not properly filing business documents. It recommends talking to Ashley to explain the filing system and offer help getting organized. If the issue continues, management would need to intervene. It also notes to give coworkers the benefit of the doubt if personal issues could be affecting their work. Part 2: The document outlines a 5-step process for effectively managing emails. This includes creating separate personal and business email accounts, setting aside time multiple times a day to review emails, categorizing emails into folders based on importance, and ensuring emails are responded to by the end of each day.

Uploaded by

api-546686057
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Part 1: Missing Files Case Study

For starters, I would talk to Ashley and explain that Michael and I have a centralized paper filing
system and explain that her lack of filing is inconvenient and a waste considerable time when
looking for business files. For example, an If Ashley expressed a lack of understanding on the
system created, Michael and I would explain the system to her so that she could understand, or
the three of us would create another system in which we all could comprehend. Also, I would
offer to help her with her filing to get all of us back on track, so all the folders are not sitting on
her desk. According to an article by Janney 2017, talking to the boss or manager should be a last
resort option, so, If Ashley did not change her ways and continues to not pull her weight and
file the business folders, Michael and I would then take the issue up to management, so they
could talk to her about ensuring she is filing her folders and we all can find them in a reasonable
amount of time. According to an article written by Jennifer Winter (2020) one of the most
important things that should be done about a lazy coworker is to give your coworker the
benefit of the doubt as you have no idea what they may be going through outside of work. This
does not mean to let them off the hook without doing any work, but to calmly have a
conversation with more of a discussion approach (be nonconfrontational) and find out if they
are not doing the work because something else is going on, or if they are just lazy.

Part 2: Managing Emails

Step 1: I create 2 separate emails (one for personal and one for business) so I can prioritize
which one to check in case I only have time to check one email. For instance, I will prioritize the
work email before my personal email as my personal email usually contains non-essential
records with only 1-2 important emails daily.

Step 2: I set aside about 15 minutes to check my emails a few times a day (at 9am, 12pm, 3pm
and 5pm) with the assumption a workday is 9am-5pm. This is done so all emails are responded
to promptly, especially time sensitive emails.

Step 3: I create files to store my emails when they have been read. For instance, I go through all
new emails and categorize them. The categories are as follows:
Vital: This includes emails I will have to keep forever. Such as insurance records, mortgage
records, minutes of meetings, etc.

Important: This includes emails that must be retained for a sufficient period (about 5-7 years).
This includes financial records, inventory statements, and cancelled cheque statements.

Useful: This includes emails that should be kept for 1-2 years and can include employee
applications, petty cash slips, and correspondence.

Nonessential: The emails that I deem nonessential are emails that can be deleted the same day
or within a few days as nonessential emails are usually advertisements, or messages that
require a quick or one time follow up email.

*Idea gotten from Kilgour et al (2008)*

Step 4: Within these categories I will create subfolders so if I need to access information, I can
locate them quickly. For example, in the vital category I will have a subfolders titled
“Insurance”, “Mortgage”, and “Minutes of Meeting”

Step 5: At the end of the day, I will ensure that I read most if not all emails to ensure that every
email gets answered promptly and I can start fresh the following day.
References

Janney, P. (2017, July 25). How to Deal with a Coworker Who Doesn't Do Their Job. Retrieved
from https://careertrend.com/deal-coworker-doesnt-job-1593.html

Kilgou, L et al. (2008). Chapter 10 - Information Management. Administrative Procedures for the


Canadian Office.

Winter, J. (2020, June 19). How to Deal with a Lazy Co-Worker. Retrieved from
https://www.themuse.com/advice/how-to-work-with-a-coworker-who-doesnt-do-any-
work

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