Outlook - Work efficiently in delegation and communication Use Case

Unlock the secrets to working efficiently in delegation and communication with Microsoft 365 tools! Discover how to streamline your communication with directors, manage schedules effortlessly, and enhance collaboration with innovative features. Don't miss out on transforming your work life—dive into strategies that boost productivity today!

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Objectifs :

This document aims to provide effective communication and delegation strategies for executive assistants managing multiple managers, utilizing tools like Skype, Outlook, and OneNote to enhance productivity and organization.


Chapitres :

  1. Introduction
    As an executive assistant supporting three managers, effective communication and delegation are crucial, especially when managers are frequently on the move. This guide outlines practical tools and strategies to ensure seamless collaboration and information exchange.
  2. Utilizing Skype for Communication
    Skype serves as a vital communication tool for staying connected with managers. By creating a group chat with all three managers, you can easily differentiate them from other contacts. Key features include: - **Status Updates**: Managers can update their availability status, allowing you to check their immediate availability at a glance. - **Notifications**: Skype notifies you when a manager's status changes, helping you avoid interrupting them during busy times. - **Mobile Access**: Managers can stay connected through mobile versions of Skype on their smartphones or tablets, enabling quick communication and file sharing.
  3. Calendar Delegation in Outlook
    Managing the schedules of multiple managers requires effective calendar delegation. Key points include: - **Real-Time Access**: You can consult and add appointments to your managers' calendars in real-time. - **Private Appointments**: While you can see appointments marked as private, you cannot open them. However, you can still find available slots and set up meetings on behalf of your managers. - **Meeting Requests**: When sending meeting invitations, you can specify that the request is made on behalf of a third party, ensuring clarity.
  4. Note-Taking with OneNote
    During meetings, effective note-taking is essential. OneNote, integrated with Skype, offers several advantages: - **Organized Workbooks**: Create a separate workbook for each manager, keeping notes organized and easily accessible. - **Automatic Page Creation**: OneNote automatically generates a new page for each meeting, pre-filled with participant information, allowing you to focus on the discussion. - **Sharing Notes**: After meetings, you can easily share your notes and reports with each manager, providing them with valuable information.
  5. Conclusion
    In a complex organizational structure where you support multiple managers, leveraging tools like Skype, Outlook, and OneNote can significantly enhance your effectiveness. By staying connected, managing calendars efficiently, and organizing notes, you can ensure that all managers are informed and that tasks are completed seamlessly.

FAQ :

What tools can I use to communicate with multiple managers?

You can use Skype to create a group chat with your managers, allowing you to check their availability and communicate effectively.

How can I manage my managers' calendars?

Using calendar delegation in Outlook, you can view and manage your managers' calendars, schedule appointments, and send meeting invitations on their behalf.

What is the benefit of using OneNote for note-taking?

OneNote allows you to organize your notes by creating separate workbooks for each manager, making it easy to keep track of discussions and share notes efficiently.

How can I ensure I don't disturb my managers when they are busy?

By checking their status on Skype, you can see when they are available or busy, allowing you to communicate at the right time.

Can I access private appointments in Outlook?

No, private appointments are restricted to the creator's view. However, you can see the time blocked off without details.


Quelques cas d'usages :

Managing Multiple Managers

As an executive assistant, you can use Skype to stay connected with multiple managers, checking their availability and communicating effectively, even when they are on the move.

Scheduling Meetings Efficiently

Utilizing calendar delegation in Outlook, you can schedule meetings for your managers, ensuring that all appointments are organized and that you can manage their time effectively.

Organizing Meeting Notes

By using OneNote, you can create organized notes for each manager, making it easy to share important information and keep track of discussions from meetings.

Real-Time Communication

With Skype's mobile capabilities, managers can quickly contact you or send files, ensuring seamless communication regardless of their location.

Handling Private Appointments

While you cannot view the details of private appointments in Outlook, you can still manage your managers' schedules by knowing when they are unavailable, allowing you to plan accordingly.


Glossaire :

Executive Assistant

A professional who provides administrative support to executives or managers, managing schedules, communications, and other tasks to ensure efficiency.

Skype

A communication platform that allows users to make voice and video calls, send messages, and share files, often used for professional communication.

Outlook

A personal information manager from Microsoft that includes email, calendar, task management, and contact management functionalities.

Calendar Delegation

A feature in Outlook that allows one user to manage another user's calendar, enabling them to schedule appointments and meetings on their behalf.

OneNote

A digital note-taking application that allows users to create, organize, and share notes, often used for meeting notes and project management.

Private Appointment

An appointment marked as private in a calendar, restricting visibility to only the person who created it.

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direct exchanges are rare.
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To ensure smooth communication and effective delegation,
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Microsoft 365 tools are your best allies.
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Here's how to use them to optimize your daily work.
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Create sections to differentiate your directors from other contexts.
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This allows you to quickly access important
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conversations and prioritize messages and requests.
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Use favorites or pin chats with your directors to the top of your list.
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Presence statuses and teams indicate whether your directors are available,
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busy,
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in a meeting,
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or away.
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To check their real-time status,
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look at the icon next to their name.
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If your directors manually update their location,
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you can view it in their profile.
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This helps you know if they are in the office or traveling,
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enabling you to adjust your communication according to their time zone.
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Enable availability notifications to be informed
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when one of your directors becomes available.
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To do this,
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right click on the contact's name and select
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notify me when the status changes to available.
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Your directors are always connected thanks to the team's mobile app.
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This allows you to send messages or files even when they're on the move
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and receive quick responses to urgent requests.
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Delegation and Outlook gives you access to your supervisor's calendars.
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You can view their schedules in real time
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and add or modify appointments as needed.
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This facilitates coordination and avoids scheduling conflicts.
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When a director adds a private appointment from their smartphone,
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you see that they are busy on their calendar,
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but the details remain hidden respecting their privacy.
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Integrate a loop component into your meeting
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invitations to create a collaborative plan.
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Loop allows real-time collaboration
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where all participants can contribute simultaneously.
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Synchronized notes are perfect for shared
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note taking and drafting meeting minutes.
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Additionally,
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the component remains accessible to all participants after the meeting.
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By adopting these tools and features of Microsoft 365,
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you will significantly improve your efficiency in
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delegating tasks and communicating with your directors.

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Como assistente executivo de três diretores,
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trocas diretas são raras.
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Assegurar uma comunicação harmoniosa e uma delegação eficaz,
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As ferramentas do Microsoft 365 são as suas melhores aliadas.
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Veja como usá-los para otimizar o seu trabalho diário.
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Crie secções para diferenciar os seus diretores de outros contextos.
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Isto permite-lhe aceder rapidamente a importantes
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conversas e priorizar mensagens e pedidos.
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Use favoritos ou fixe bate-papos com seus diretores no topo da sua lista.
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Os estados de presença e as equipas indicam se os seus diretores estão disponíveis,
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ocupado,
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numa reunião,
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ou fora.
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Para verificar o seu estado em tempo real,
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olhe para o ícone ao lado do nome.
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Se os seus directores actualizarem manualmente a sua localização,
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pode visualizá-lo no seu perfil.
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Isto ajuda-o a saber se estão no escritório ou em viagem,
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permitindo-lhe ajustar a sua comunicação de acordo com o seu fuso horário.
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Permitir que as notificações de disponibilidade sejam informadas
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quando um dos seus diretores estiver disponível.
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Para o fazer,
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clique com o botão direito do rato no nome do contacto e seleccione
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notificar-me quando o estado mudar para disponível.
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Os seus diretores estão sempre conectados graças à aplicação móvel da equipa.
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Isto permite-lhe enviar mensagens ou ficheiros mesmo quando estes estão em movimento
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e receber respostas rápidas a pedidos urgentes.
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A delegação e o Outlook dá-lhe acesso aos calendários do seu supervisor.
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Pode ver os seus horários em tempo real
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e adicionar ou modificar compromissos conforme necessário.
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Isso facilita a coordenação e evita conflitos de agendamento.
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Quando um diretor adiciona um compromisso privado a partir do seu smartphone,
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vêem que estão ocupados no seu calendário,
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mas os detalhes permanecem ocultos respeitando a sua privacidade.
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Integrar um componente de loop na sua reunião
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convites para a criação de um plano colaborativo.
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Loop permite colaboração em tempo real
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onde todos os participantes podem contribuir simultaneamente.
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As notas sincronizadas são perfeitas para partilhar
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anotação e elaboração das atas das reuniões.
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Adicionalmente,
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a componente permanece acessível a todos os participantes após a reunião.
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Ao adoptar estas ferramentas e funcionalidades do Microsoft 365,
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melhorará significativamente a sua eficiência em
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delegar tarefas e comunicar com os seus directores.

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In qualità di assistente esecutivo di tre direttori,
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gli scambi diretti sono rari.
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Per garantire una comunicazione fluida e una delega efficace,
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Gli strumenti di Microsoft 365 sono i tuoi migliori alleati.
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Ecco come utilizzarli per ottimizzare il tuo lavoro quotidiano.
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Crea sezioni per differenziare i tuoi registi da altri contesti.
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Ciò ti consente di accedere rapidamente a importanti
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conversazioni e assegna priorità a messaggi e richieste.
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Usa i preferiti o aggiungi le chat con i tuoi registi in cima alla lista.
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Gli stati di presenza e i team indicano se i tuoi direttori sono disponibili,
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occupato,
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in una riunione,
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o via.
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Per controllarne lo stato in tempo reale,
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guarda l'icona accanto al loro nome.
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Se i tuoi direttori aggiornano manualmente la loro posizione,
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puoi visualizzarlo nel loro profilo.
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Questo ti aiuta a sapere se sono in ufficio o in viaggio,
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consentendoti di adattare la comunicazione in base al loro fuso orario.
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Abilita le notifiche di disponibilità per essere informati
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quando uno dei tuoi direttori diventa disponibile.
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Per fare ciò,
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fai clic con il pulsante destro del mouse sul nome del contatto e seleziona
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avvisami quando lo stato diventa disponibile.
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I tuoi direttori sono sempre connessi grazie all'app mobile del team.
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Ciò ti consente di inviare messaggi o file anche quando sono in movimento
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e ricevi risposte rapide alle richieste urgenti.
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Delegation e Outlook ti consentono di accedere ai calendari del tuo supervisore.
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Puoi visualizzare i loro orari in tempo reale
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e aggiungi o modifica gli appuntamenti secondo necessità.
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Ciò facilita il coordinamento ed evita conflitti di pianificazione.
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Quando un regista aggiunge un appuntamento privato dal proprio smartphone,
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vedi che sono occupati con la loro agenda,
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ma i dettagli rimangono nascosti rispettando la loro privacy.
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Integra un componente loop nella tua riunione
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inviti a creare un piano collaborativo.
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Loop consente la collaborazione in tempo reale
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dove tutti i partecipanti possono contribuire contemporaneamente.
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Le note sincronizzate sono perfette per essere condivise
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prendere appunti e redigere i verbali delle riunioni.
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Inoltre,
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il componente rimane accessibile a tutti i partecipanti dopo la riunione.
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Adottando questi strumenti e funzionalità di Microsoft 365,
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migliorerai notevolmente la tua efficienza in
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delegare compiti e comunicare con i direttori.

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В качестве исполнительного помощника трех директоров,
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прямые обмены редки.
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Чтобы обеспечить бесперебойную связь и эффективное делегирование,
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Инструменты Microsoft 365 — ваши лучшие союзники.
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Вот как их использовать для оптимизации повседневной работы.
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Создавайте разделы, чтобы отличать своих режиссеров от других контекстов.
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Это позволяет быстро получить доступ к важным
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разговоры и приоритизация сообщений и запросов.
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Используйте «Избранное» или ставьте чаты с директорами на первое место в списке.
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Статусы присутствия и команды показывают, доступны ли ваши директора,
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заняты,
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на собрании,
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или в гостях.
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Чтобы проверить их статус в реальном времени,
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посмотрите на значок рядом с их именем.
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Если ваши директора вручную изменят свое местоположение,
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вы можете посмотреть это в их профиле.
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Это поможет вам узнать, находятся ли они в офисе или путешествуют,
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что позволяет вам настроить общение в соответствии с их часовым поясом.
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Включите уведомления о доступности, чтобы получать информацию
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когда один из ваших директоров станет доступен.
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Для этого
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щелкните правой кнопкой мыши на имени контакта и выберите
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уведомите меня, когда статус изменится на доступный.
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Благодаря мобильному приложению команды ваши директора всегда на связи.
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Это позволяет отправлять сообщения или файлы, даже когда они в пути
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и получайте быстрые ответы на срочные запросы.
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Делегирование и Outlook предоставляют вам доступ к календарям руководителя.
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Вы можете просматривать их расписание в режиме реального времени
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и при необходимости добавляйте или изменяйте встречи.
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Это облегчает координацию и позволяет избежать конфликтов в расписании.
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Когда директор добавляет личную встречу со своего смартфона,
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вы видите, что они заняты своим календарем,
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но детали остаются скрытыми, соблюдая их конфиденциальность.
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Интегрируйте компонент loop в свое совещание
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приглашения создать совместный план.
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Loop позволяет сотрудничать в реальном времени
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где все участники могут внести свой вклад одновременно.
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Синхронизированные заметки идеально подходят для совместного использования
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ведение заметок и составление протоколов собраний.
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Кроме того,
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После совещания компонент остается доступным для всех участников.
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Используя эти инструменты и функции Microsoft 365,
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вы значительно повысите свою эффективность в
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делегирование задач и общение с директорами.

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00:00:03
Como asistente ejecutiva de tres directores,
00:00:06
los intercambios directos son raros.
00:00:08
Para garantizar una comunicación fluida y una delegación eficaz,
00:00:11
Las herramientas de Microsoft 365 son tus mejores aliadas.
00:00:14
A continuación, te explicamos cómo usarlas para optimizar tu trabajo diario.
00:00:18
Crea secciones para diferenciar a tus directores de otros contextos.
00:00:22
Esto le permite acceder rápidamente a importantes
00:00:25
conversaciones y priorizar mensajes y solicitudes.
00:00:28
Usa favoritos o coloca los chats con tus directores en la parte superior de tu lista.
00:00:32
Los estados de presencia y los equipos indican si tus directores están disponibles,
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ocupado,
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en una reunión,
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o lejos.
00:00:40
Para comprobar su estado en tiempo real,
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mira el icono situado junto a su nombre.
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Si tus directores actualizan manualmente su ubicación,
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puedes verlo en su perfil.
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Esto le ayuda a saber si están en la oficina o de viaje,
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lo que le permite ajustar su comunicación de acuerdo con su zona horaria.
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Habilite las notificaciones de disponibilidad para estar informado
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cuando uno de sus directores esté disponible.
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Para hacer esto,
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haga clic con el botón derecho en el nombre del contacto y seleccione
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notifícame cuando el estado cambie a disponible.
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Tus directores siempre están conectados gracias a la aplicación móvil del equipo.
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Esto le permite enviar mensajes o archivos incluso cuando están en movimiento
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y reciba respuestas rápidas a solicitudes urgentes.
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La delegación y Outlook le dan acceso a los calendarios de su supervisor.
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Puede ver sus horarios en tiempo real
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y añadir o modificar las citas según sea necesario.
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Esto facilita la coordinación y evita conflictos de programación.
00:01:33
Cuando un director añade una cita privada desde su smartphone,
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ves que están ocupados en su calendario,
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pero los detalles permanecen ocultos respetando su privacidad.
00:01:44
Integre un componente de bucle en su reunión
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invitaciones para crear un plan colaborativo.
00:01:49
Loop permite la colaboración en tiempo real
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donde todos los participantes pueden contribuir simultáneamente.
00:01:55
Las notas sincronizadas son perfectas para compartirlas
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toma de notas y redacción de actas de reuniones.
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Además,
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el componente permanece accesible para todos los participantes después de la reunión.
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Al adoptar estas herramientas y funciones de Microsoft 365,
00:02:09
mejorará significativamente su eficiencia en
00:02:12
delegar tareas y comunicarse con sus directores.

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