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OSHII guidelines on tasks.

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Meeting facilitation tips and training resources.

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Use Scheduling Polls to Find Meeting Times

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Use Scheduling Polls to Find Meeting Times

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You'll spend less time scouring calendars to find times to meet! I promise.

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Calendar invite responses. Do we need to send the acceptance email to the organizer or will people check the calendar invite for accept/decline from attendees?

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Calendar invite responses. Do we need to send the acceptance email to the organizer or will people check the calendar invite for accept/decline from attendees?

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Default Scheduling - Can Outlook be set to 5 after/10 after scheduling blocks? It may make it easier to rembember.

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Default Scheduling - Can Outlook be set to 5 after/10 after scheduling blocks? It may make it easier to rembember.

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I am working on a couple of teams where we are trying out Teams Planner. We are thinking using that may help eliminate the necessity for some meetings.

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Not everyone is following all of them (not surprising!). It would be helpful if ALL staff have their job titles in their internal signature line. 

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Not everyone is following all of them (not surprising!). It would be helpful if ALL staff have their job titles in their internal signature line. 

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This is helpful for people to build out their to-do lists and would pair well with an office-wide effort for using tasks in Outlook or Teams

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needing something right now, commissioner needed info - emergency information needs

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needing something right now, commissioner needed info - emergency information needs

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Acronyms, try to spell them out to lessen confusion.

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Acronyms, try to spell them out to lessen confusion.

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Summarize Action Items at end of meeting

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Summarize Action Items at end of meeting

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Establish a norm of how notes are stored for everyone to access so we can all remember what was talked about.

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The maximum number of meetings you can have in one day.

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Use Teams for temporary work projects and save documents that are "records" in the Share drive

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Use Teams for temporary work projects and save documents that are "records" in the Share drive

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Holding space to actually end the fifty-minute meeting at the end of the fifty minutes.

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reiterating not scheduling same-day meetings when they're not urgent

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reiterating not scheduling same-day meetings when they're not urgent

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Limit urgency

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Try not to schedule meetings last minute

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Try not to schedule meetings last minute

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What is last minute?

What are the exceptions? When can you schedule? See Eisenhauer matrix.

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When meetings start at 10 minutes after the hour, start the ice breaker at the start time not earlier. 

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When meetings start at 10 minutes after the hour, start the ice breaker at the start time not earlier. 

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Recommended way-finding for sharing documents...frustrating to move through/between files in teams or other streams...it's not always easy or clear.

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Recommended way-finding for sharing documents...frustrating to move through/between files in teams or other streams...it's not always easy or clear.

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when there really is an emergency - planning ahead- need something that can be used when emergency situations occur

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when there really is an emergency - planning ahead- need something that can be used when emergency situations occur

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Email Recipients - Emails get sent to the entire team; recipients don't know who needs to respond, who is getting the information as an FYI or who just needs it as a back-up.  

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Email Recipients - Emails get sent to the entire team; recipients don't know who needs to respond, who is getting the information as an FYI or who just needs it as a back-up.  

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Meeting facilitation training regarding start and stop conversations.

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Should we formally agree to the communication agreements?

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Should we formally agree to the communication agreements?

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Putting due date in the subject line of an email, very helpful!

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Putting due date in the subject line of an email, very helpful!

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Look at how urgent the meeting is. Can they be pushed out a few weeks?

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some make sense - some you should try and get challenges out of the way, really need to try many norms - maybe not being able to follow through

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some make sense - some you should try and get challenges out of the way, really need to try many norms - maybe not being able to follow through

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Everyone is on the same page regarding expectations.

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Having camera on, I feel more engaged during the meeting (less apt to check an email).

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Having camera on, I feel more engaged during the meeting (less apt to check an email).

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No Meeting Fridays are difficult to adhere to however it may be the only open time available for some staff to schedule meetings. 

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No Meeting Fridays are difficult to adhere to however it may be the only open time available for some staff to schedule meetings. 

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The no-meeting agreement for noon and Friday is too often broken. How can we make it sacrosanct? 

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The no-meeting agreement for noon and Friday is too often broken. How can we make it sacrosanct? 

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Hard to keep track of them.

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Need to clarify what "No meeting Fridays" means

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Need to clarify what "No meeting Fridays" means

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I like that it's very clear and explicit you know. It helps a new person coming into OSHII to know what the unspoken norms are.

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Getting back to internal coworkers within five days and external partners within three days.

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Fridays sometimes the only day when schedules are full can be difficult

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Fridays sometimes the only day when schedules are full can be difficult

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SHIP 6 materials-  can "SHIP 6" be at the beginning of subject lines for these emails/materials.   Some staff this will be high priority, others will be reviewing when they have time, as are not part of planning team yet.   This would help with my prioritization & planning of work.  

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SHIP 6 materials-  can "SHIP 6" be at the beginning of subject lines for these emails/materials.   Some staff this will be high priority, others will be reviewing when they have time, as are not part of planning team yet.   This would help with my prioritization & planning of work.  

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It's hard to share a working document with external partners other than as an attachment, which then isn't iterative. 

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It's hard to share a working document with external partners other than as an attachment, which then isn't iterative. 

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Having information about the meeting invitation helps attendees know what the meeting is about and what will be discussed.

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being up front that because a message is sent in evening knowing that you are not expected to respond  until working hours

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being up front that because a message is sent in evening knowing that you are not expected to respond  until working hours

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would like to use for self and others. Look at tasks on left side of screen - a tutorial would be helpful.

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Knowing that people have teams open, so that I can send them a chat for quick/easy questions.

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Knowing that people have teams open, so that I can send them a chat for quick/easy questions.

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Pre-meeting agenda distribution lets us be on same page before we get to the meeting. 

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Pre-meeting agenda distribution lets us be on same page before we get to the meeting. 

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Include in emails "Reply Requested" if they email needs a response. 

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Include in emails "Reply Requested" if they email needs a response. 

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Being able to get immediate response through chat, for a quick questions.

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Being able to get immediate response through chat, for a quick questions.

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helps think through what to do when - helps people prepare for their week or workloads- gives you permission to disconnect. . . .

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helps think through what to do when - helps people prepare for their week or workloads- gives you permission to disconnect. . . .

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Turning on an email notification letting others know you may have a delay.

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It's often hard to come prepared to meetings, especially if we are in back to back meetings. 

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It's often hard to come prepared to meetings, especially if we are in back to back meetings. 

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Agenda consistency. Maybe (or is there) a set of templates to use (easily)?

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Agenda consistency. Maybe (or is there) a set of templates to use (easily)?

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Note that "no meeting Fridays" is a try not to.

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Note that "no meeting Fridays" is a try not to.

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Outlook has a new To-do tab that pulls items from your tasks, teams tasks, flagged emails, etc.

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We are all on the same page as we have varying norms from other experience at different organizations, etc...

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No meetings on Fridays if at all possible

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No meetings on Fridays if at all possible

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Instructions on how to set up meetings 10 minutes

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Instructions on how to set up meetings 10 minutes

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Check in chat to see if someone's available for a call or immediate meeting.

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Check in chat to see if someone's available for a call or immediate meeting.

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Try not to schedule meetings over the lunch hour.

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Try not to schedule meetings over the lunch hour.

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A limit on the number of meetings we should schedule in a day...perhaps that's not communications related.

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A limit on the number of meetings we should schedule in a day...perhaps that's not communications related.

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Meeting start 5-10 minutes after the hour/half-hour.

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Meeting start 5-10 minutes after the hour/half-hour.

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sending materials enough in advance giving adequate time to prepare

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sending materials enough in advance giving adequate time to prepare

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Encouraging outside partners to use practices (e.g., after top of hour start time).

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Encouraging outside partners to use practices (e.g., after top of hour start time).

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When sending e-mails adding a FYI or Input Needed or Action needed in the subject line.

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Ask in chat if it's OK to give somone a quick call.

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Ask in chat if it's OK to give somone a quick call.

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People don't always check the start times within meetings, especially external partners. 

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People don't always check the start times within meetings, especially external partners. 

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Including the start time in the meeting title has been helpful.

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Starting meetings 5 to 10 minutes after the hour.

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Leave Teams open at all times - always on and checking

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Leave Teams open at all times - always on and checking

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Giving people time to prepare for a meeting, so scheduling a couple days out.

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Starting meetings 5 to 10 minutes after the hour.

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starting the meetings at 5 or 10 minutes after

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starting the meetings at 5 or 10 minutes after

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Setting a delayed send on emails - I forget about this function. 

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Setting a delayed send on emails - I forget about this function. 

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Putting documents or extra details about the meeting in the invite

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Outlook/file/options/ and choose calendar/options - shorten appts and meetings for appts to start late and/or end early

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Checking in on Teams first to let the person know they will be getting a calendar invite and what it is about.

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Add the purpose of the meeting to the calendar invitation.

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I open Teams first thing and I appreciate using the chat function for quick communication or being able to call when something needs to be discussed quickly. 

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I open Teams first thing and I appreciate using the chat function for quick communication or being able to call when something needs to be discussed quickly. 

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Being a newer staff member--it's a lot of info to reference.   It should be talked about more.

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Being a newer staff member--it's a lot of info to reference.   It should be talked about more.