We have a request from Executive assistants (EA). They are heavy TRIm users cataloguing emails of VP. Often their cataloguing is interrupted midway by someone requesting VP's appointment. The EAs are not in a position to access calendar or check emails, because they have not completed the cataloguing process. The only option with them is to cancel the catalog and attend to the interrupter and restart cataloguing. Most of the time they might have filled 90% of the form. This has been annoying them a lot. Is there a way to minimize the new record registration screen?
Now I am in the process of saving an email to TRIM. When the new record form is open (as attached), I cannot do any operations in outlook, like looking in to calendar or searching for emails.As can be seen the minimise button is disabled.
The only option with me is to complete the registeration or cancel it. Can I minimise the screen somehow?
I share your EAs pain... I'm often 'interrupted' during the Outlook registration process as well.
However, this is a known behaviour and I do not believe anything can be done about it. Happy to be proved wrong by another forum member.
I guess, knowing that this behaviour cannot be changed the challenge for your organisation now is to find ways to alleviate the frequency of these occurences.
Off the top of my head, you could look into:
1. The number of mandatory fields the EA's NEED to fill in before the registration process can complete. Can any of these fields be omitted? Or, if not omitted then filled in with a default value etc?
2. Do they only save to a few TRIM/RM8 containers? If yes, maybe they can explore setting up dedicated Outlook folders for each container, linking those folders to the appropriate TRIM container and then dragging/dropping emails into these Outlook folders to start an auto registration process... again, depending on the scenario, you could fully automate it so that the EA does not even have to touch the email after dragging/dropping it.
3. If nothing can be done to speed up/automate the registration process then it might have to come down to a revision in the way these emails are saved into your system.., perhaps something like seeing whether the EA's can set aside a block of time each day (or week) to do their 'trimming'.
Option 1 is how we are currently managing. The mandatory fields are TITLE and FILE#. The EAs are given a temporary folder which they use to temporarily hold the email. By the end of the day they have to make sure the emails in the temporary folder is moved to correct folders.
I'm wondering if many of these emails the EA's are registering into TRIM should actually be going into TRIM? In others words, are they true records or are many of these saved into TRIM just because it has become a habit to do so, or 'thats how its always been done'?
I'm just thinking out loud (again) on potentially decreasing the number of emails that actually need to be saved into the system...