Download this information [pdf]
Getting started
So you have decided to try the Simple Tools Phone Directory and In/Out Board. Great! Soon Administration will be freed from endless internal phone calls asking for Mr. or Ms. So-and-So’s extension and/or his or her whereabouts.
But how to get started? Well, if you have
1) A computer running Windows 2000, XP or Vista
2) A free morning or afternoon
Then you have everything you need. Ready?
First, gather everyone’s contact information, job title and correctly spelt name. You could try getting this info from the existing phone directory or HR records. If you would like the most up-to-date information, a company-wide email asking people to send you this info may be your best option.
If you haven’t already, download the Tools. The URL is http://webgeneration.com.au/file/WebGenerationSimpleTools.exe.
The 40 mg download should take only a few minutes with a fast Internet connection.
Double click on the downloaded file and the Tools will install themselves. Once installed, a short cut will appear on your desktop. Double clicking on the short-cut will take you to the Tools’ configuration page. (See below)
Configuration Page
You can either start a trial and use the Tools free for 30 days, or activate them with an activation code. Even if you start a trial, you can purchase the activation code and enter it at any time – including after the 30 days has passed - to remove all of the restrictions from the Tools.
After you start your trial or activate your Tools, you will be given the administration password and the URLs to pass on to staff.
Entering people’s details in to the Tools
The next step is to enter the names and details you’ve collected into the Phone Directory. This will take a few hours, depending on the size of your company.
To begin, log into the administration section of the Tools, by clicking the administration link in the side navigation, and entering your administration password.
You can learn more about setting up the Phone Directory from these animated tutorials:
People and Departments
Adding a Department to the Phone Directory
Adding a Person to the Phone Directory
The Phone Directory
Adding Important Information to the Phone Directory
Adding Useful Numbers to the Phone Directory
Once the people have been added, you can set up the In Out Board layouts. Below are some animations to assist you:
The In Out Board
Adding a Layout to the In Out Board
Adding items to a Layout
Adding a Visitors Box to a Layout
And you’re done!
Ideas for using the Tools
Below are some ideas to help you get the most from your Phone Directory and In/Out Board.
-
Send out an email to all staff letting them know where the Phone Directory and In Out Board are and how to use them. Encourage them to create a bookmark or shortcut to the Tools on their desktop.
-
To get people using the Phone Directory, have a competition where you enter the name of a fictitious employee in the Phone Directory. Award a small prize to the first person who finds it.
-
Set up a computer displaying the In/Out Board next to your reception desk or staff pigeon holes. When it is areas which staff pass on their way out or in, they will be more likely to mark themselves in or out as they enter or leave the building.
-
Empower Administration/Reception to maintain the Tools. They are the people who will benefit the most from having an up-to-date Phone Directory and In/Out Board, and as such, are the best people to keep it updated.
-
Make the announcement that people are to stop calling reception to be put through for internal calls. If people persist, have reception ask them to use the Phone Directory instead of putting them through.
-
Finally, watch your company’s productivity rise, along with your company’s morale – and profits – as your company’s wasted time is reclaimed!