Home > AST and Lean E-mail ManagementAST and Lean E-mail Management
Problem Solving
Problem solving is at the top of the Lean pyramid and represents the practical aspects of Lean and AST. From a visual perspective your workspace should be orderly and without distractions. All muda should be removed and all objectives clearly defined. We should focus on solving problems not haphazardly uncovering them accidentally by poking around in our inbox. There is an amazing amount of energy that is lost due to redundant decision-making, feelings of confusion, doubt and feebleness that accompanies a chaotic or even mediocre working environment. You simply can not commit the amount of energy and focus needed in solving the challenges your job offers if you are constantly distracted by a less than optimal workspace.
Lean problem solving methodology is based upon a pragmatic and clearly defined processes whereby the psychological stress of "discipline" is transcended by a synergistic work-flow pattern. The tethers of anxiety and frustration are removed and the mind is able to do what it does best - create.
Atrendia's guiding principles come from many sources including the ideals of Lean Management, Time Manager; Getting Things Done, Level Five Leadership, First Things First and The 7 Habits Of Highly Effective People, just to name just a few. Those who are familiar with some or all of the aforementioned will quickly resonate with Atrendia Streaming Techniques (AST) because we have simply adapted these and other ideals, principles and theories in order to create a practical methodology that transforms the way in which we perceive and carry out our work from that of an "auto-pilot" mode to one of extreme effectiveness, focus and awareness, while never losing sight of our priorities and core values. Add to this a feeling of security, calmness and confidence and you will begin to envision the potential AST has to offer.
Just as guiding principles should not be constructed in haste, mastering AST takes time - probably your whole life. That is not to say that the effects of practicing AST will not quickly appear - they will almost immediately present themselves - but the journey is long with much to be gained. Enlightenment comes when you understand that it is indeed a journey and not an acquisition.
The price of wisdom is the exponentially expanding knowledge of our infinite ignorance.
AST is constructed on a strong philosophy based upon years of research and analysis of the greatest business minds of our time combined with practical knowledge of the inner workings of Microsoft Outlook.
This philosophy is then applied to a simple 2-step prioritization and planning process; a process that has the strengthening of personal relationships and clarity of communication between people as its goal.
AST’s Problem solving methodology is the glue that brings it all together; a pragmatic and clearly defined process whereby the psychological fear of “discipline” is transcended by a synergistic work-flow pattern. Anxiety and frustration dissipate and the mind is able to do what it does best – create.
Philosophy
Long-term thinking sets the stage for long-term success. AST is not just a way of working smarter, it is a method based on sound reasoning and careful study of the various accepted task and project management practices and advice of today's leading experts.
Process (Prioritization and Planning)
The processing and planning of communications follows the Plan-Do-Check-Act procedure.
Plan: Each mail is planed by prioritizing and deciding what the next action is and when it is to be performed.
Do: The processing and planning of e-mail, tasks, calendar and contact information is based upon a single proven strategy of focusing on next actions. Mail is responded to at the appropriate time - not according to when it is received, but according to your priorities.
Check: Our filtering system allows you to distinguish between the mails you can respond to today from the mails you have planned for the future. The inbox is transformed into a continually updated dashboard giving you the possibility of keeping track of your entire e-mail communication with the click of a mouse.
Act: Nothing is left to chance. Mails are responded to according to priority, based on the core values of the company, and at the right time - never ahead of higher priority mails and never forgotten.
People and Partnerships
Perhaps the most neglected discipline in a Lean workplace is the respect for our internal and external customers and partners. Could it be that we are convinced that technology will solve the lion's share of our challenges and therefore receives a disproportionate amount of resources?
Built into AST is the notion that nearly everything we do should add value to the customer; and that includes the internal customer as well as the external. Since the beginning of the 90's a focus has been placed upon the well-being of the internal customer. The need to prevent highly qualified workers from migrating to greener pastures and the fact that factors such as health benefits, child care, reduced hours and longer vacations salaries has played an important role in attracting young graduates.
One of the most important things that an organization can do for both its employees and their accounts is to provide tools and techniques that optimize, streamline and align the various systems in order to positively effect the bottom line. But many companies are now realizing that other, so-called "soft", measures can be taken in order to cut costs and increase turnover.
Reducing stress, in particular, has received a great deal of attention by organizations strapped with the high cost of absenteeism and lethargy at the workplace. One of the reasons that stress has received the spot light is because new ubiquitous technologies such as laptops, mobile phones and round-the-clock access to most anyone has blurred the line between the work day and rest - or down time.
AST places great value on the importance of down time; time when the body and mind can fully rest without any cares or disturbances in regard to their jobs. It is for this reason, for example, that we prize and promote the idea of having an empty inbox at the end of each day whenever possible.
A lean workplace is one which is continuously clean and orderly. Why should your inbox be any different? Isn't it there that you spend a significant part of your day?
Most Outlook users can not comprehend the idea of an inbox showing only the mails that are relevant that day, each with clear next actions and in priority order; whereas AST users would have a difficult time imagining life without this kind of effectiveness. Moreover, just as the Lean philosophy rejects the binge and purge approach to managing the workplace, it is reasonable that your inbox should be maintained on an hourly basis, and not cleaned out every few days, weeks or months.
If you think of your workspace as your home, you can quickly surmise that keeping it clean and orderly will not only increase your effectiveness, but also reduce stress and significantly upgrade the level of communication between you and your colleagues and clients. It also becomes and enjoyable rather than alienating environment.
An employee that spends several hours a day struggling with an unstructured inbox can not reach the level of perfection, quality, comfort, stability fearlessness, promptness and calmness that he or she deserves.
More practically, the clear and responsive lines of communication compounded by attention to priorities can transform both external and internal relationships.