O3 folder?

Submitted by J b
in
Manager Tools Trinity

Hi folks,

BLUF:What does the MT community do for storage of notes and support materials for o3's?

I'm starting o3's with my team next week.

I've just realised that I need some sort of holding pattern for things I want to bring up during the o3 during my 10 minutes.

Mark talked about a notebook for each person during the podcast - I'm a folder guy so was going to use a manilla wallet per person so I can print off emails they sent/I sent them for discussion on progress etc, copies of info I want to pass on to them, and my o3 notes themselves.

I know the main thing is just doing the o3 itself but I want to make sure I've got things to hand for that precious 30 minutes instead of 'just wait, it's here somewhere' so that both parties feel it's worth the time and I'm serious about making them work for both of us.

ciao

Fitch

Submitted by rgbiv99 on Saturday March 21st, 2009 1:35 pm

I keep all of my O3 notes in one 3-ring binder with each direct separated by a tab. In the front pocket of the binder I keep blank O3 worksheets so they're always there to grab when I need them. If there are supporting materials (which in my case there usually aren't. Do most people bring a lot of stuff to the O3s?) I just punch them and put them behind that week's O3 sheet when the meeting is over.
Kate

Submitted by Mark Horstman on Saturday March 21st, 2009 3:39 pm

I use yellow stickies all over the notebook and the O3 forms themselves.  Your mileage may vary.
Mark

Submitted by John Hack on Saturday March 21st, 2009 8:43 pm

I use manila folders for just about everything, and O3's are no exception.  Having a system that works for you is what's important. 
John

Submitted by Tom Hausmann on Sunday March 22nd, 2009 7:10 am

I have O3 notes in 100 page bound composition notebooks--one for each direct. Guidelines for O3 questions are pasted on the inside cover of each notebook.
The obvious advantage is no loose pages. The disadvantage is that my O3 notes are not portable. Conducting an O3 whilst I am on the road means either recopying my notes or sticking an O3 form into a folder along with the notebook.
 

Submitted by Chris Donnachie on Monday March 23rd, 2009 5:26 pm

UK is currently excited about information held by the government in a multitide of databases (databasii...ae...um?). If you keep your O3's on one note or similar be careful that you could be holding information contrary to DPA. Handwritten is nice as you control where these are kept.
http://news.bbc.co.uk/1/hi/uk/7955205.stm
Mine are in a locked (combination) cupboard room within a locked (combination) room. And I do love Post Its - has the inventor got a Nobel Prize for advancing civilisation yet?
Chris

Submitted by stephenbooth_uk on Tuesday March 24th, 2009 10:43 am

I'm specifically talking about the UK below but your country may have something similar so if in doubt, check.  I am not a lawyer, this is not legal advice, no warranty given or implied and all the usual disclaimers.
The data protection act covers more than just databases, it covers any sort of organised system that holds personal data.  This includes paper filing systems.  As one of our data protection people puts is, if you just throw all your papers in a drawer at random so you have to search through to find anything it's not covered but if you have any sort of structure to it at all (e.g. sorted by name) then it is covered by the DPA.  I suspect that most people's O3 notes would tend to fall into the structured camp.
Most of the requirements of the DPA are fairly common sense (keep personal data secure and private, don't share personal data without the knowledge of the data subject or without good reason, don't keep personal data longer than needed &c) but if you're covered by it and your employer has a data protection person it might be worth a chat over coffee to know what precautions you need to take to avoid the risk of prosecution.  It may be as simple as keeping the books/folders with the notes in a locked drawer rather than on your desk.
Stephen