Project Reference

Current Status

1. Instructor-referenced examples will be the same as now in the Outlook Technical Guide

2. File Naming Protocol for screen shot images:

Here’s an example: LN8-LTL-13-CategoryLink-v1.jpg

Here’s the logic:

LN8 = Lotus Notes 8

LTL = Link to Locate (all section name options and abbreviations:  CN = create new, TI = turn it into what it is, LTL = link to locate, WWO =win w/o fighting, Q2 = q2 planning )

13 = the screenshot number in sequence from 1 – whatever the total number of screenshots will be within the section. If we need to insert a screenshot, we’ll call it 13a, so it will line up correctly.

CategoryLink = the name of the screenshot as labeled in the script (not exactly as labeled, but close)

v1 = first version. If another version of the same screenshot is needed, it will be v2, and so on.

.jpg = file format extension

3. FileZilla is ready to be used to transfer images if necessary. I am working on another method that will allow us to share a single repository that will also allow for comments and real-time updates. I’d like to have a tool that’s easy to use with the webinar channel, if we decide to use that for designer meetings.

4. There are a few issues that relate to the way Lotus Notes users refer to things:      Pending

5. Consistency point: “Capitalizing”     Pending

6. Technical Guide Table of Contents will be ready for review and approval Nov 1 or  2

7. Technical Guide will be delivered in Word 2010.

History

HISTORY:

10/28– KP

here is the information for Filezilla

Host: fcftp.franklincovey.com

ftp://fcftp.franklincovey.com/Public/

Username: printer

Password: q9H%%aRD

We typically set up folders/directories for the individual and title them “For Abby” or “For Kari”

10/27 — KP

But here is an answer to the asterisk questions. Will call tomorrow about others.
1. Correct
2. Perfect. Suggestion since there will be a lot. the teach is broken up into 5 sections
-create new
-turn it into what it is
-link to locate
-win w/o fighting
-q2 planning
These could also be abbreviated if it helps. That is how our designers separated them with outlook
7. Jpeg
8. Word 2010 is perfect!

10/27 — AS

I’ve put an asterisk* next to the items that are time-critical: 1, 2, and 7 (though tomorrow is fine for all).

*1. The provided script says “all referenced data should be identical to Outlook Tech Teaches.” I’m going to make sure the names, labels, topics, etc are the same for all the items the presenter uses to demo moves, but the rest of the emails in the inbox don’t need to be identical, correct?

*2. File Naming Convention: Here’s an example: LN8-23-CategoryLink-v1.jpg

Here’s the logic:

LN8 = Lotus Notes 8

23 = the screenshot number in sequence from 1 – whatever the total number of screenshots will be. If we need to insert a screenshot, we’ll call it 23a, so it will line up correctly.

CategoryLink = the name of the screenshot as labeled in the script (not exactly as labeled, but close)

v1 = first version. If another version of the same screenshot is needed, it will be v2, and so on.

.jpg = file format extension — see question 7

 

Using this naming structure, even if you end up with all the files in one folder, they should end up in a useful order with enough information so the designer can see which one to use for the particular slide/page. What do you think?

 

3. I do have FileZilla, and it makes sense to set it up for us to use so it’s ready to go in case of an immediate need. Can you send me the info I need to connect? Host id, user id and pw are the usual, but I’m happy to also talk to anyone you send to me to do a different type of set up — just send me their name and number or send mine to them.

 

4. There are a few issues that relate to the way Lotus Notes users refer to things that I wanted to bring up — just bc I have experience with Notes — feel free to disregard, but I wanted to mention them early so we might be able to resolve in time for the first program if you decide to do so:

 

a. LN (Lotus Notes) users don’t use “meeting” and “appointment” interchangeably, as the script does under “Turn It Into What It Is — Turn Email Into an Appointment”   An appointment is a private reservation of time, a meeting includes at least one other person. The two calendar items are very different in LN. I suggest you change this language to “meeting” throughout this section, as the example does invite another person. Alternatively, you could change it to Meetings and Appointments, just to show that the email might be moved to an appointment, but the example is showing a meeting.  The usage is correct in the Weekly Planning section of the script, where the Big Rocks To Do’s (tasks) are moved to “appointments” or “All-Day Events” — this language is correct throughout this section.

 

b. Same issue, but with the word “note.” in the section called “Turn it into What it is: Turn email into a note”  For LN users, a “note” is an email, so the labels in this section might be confusing.  I suggest you use “Journal entry” because that’s what you’re doing here. This comment also applies to the material under “Weekly Planning Steps” where the participant is directed to refer to their goals and roles in a saved “note”.

 

5. Consistency point: I recommend that you replace the references to “Capitalizing” Big Rock To-Dos with “use ALL CAPS” in the “Task Best Practices” section as you do in the “Weekly Planning” section. “Capitalizing” can also refer to capitalizing to the first letter of the word, and you’re meaning capitalizing all the letters in the entire phrase.

 

6. Just a heads up to prepare for a discussion next week when we get to the Technical Guide material (I’m focusing on the PPT/script screen shots right now) — LN doesn’t do a few of the things that Outlook does and vice versa, so I’ll send you a draft table of contents for the Technical Guide early on that will call these differences out so we can discuss and you can approve the table of contents before I get too deep into it.

 

*7. I need to know what file format you want your images in — another designer question — JPG, PNG, GIF? I can give you any, but you probably have a preference. Also, if I can give you higher resolution images than you asked for, would you like that? Usually for a print doc, the higher the resolution, the better. Whatever you decide, I’ll make sure the resolution is the same for all the images in any case.

 

8. Do you have a preference for the way you’d like me to deliver the Technical Guide?  If you have no preference, I’ll use Microsoft Word 2010, and I’ll provide “full” versions of all the screen shots I use in addition to the Word file.  Do you have that version of Word? If not, I can adjust to the version you have — but tell me which you have, please.  If the designer has a different preference for how to receive the document, please let me know — I’m flexible right now, but not so much after Monday noon.

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