Splashdata is the producer of a specific software for handhelds called Splash ID. This software will safely store personal identification information, such as user names, passwords, account numbers, PINs, etc., on your handheld and sync with your desktop computer.

A free desktop software called Passport Agent not only organizes and stores your passwords but also helps generate passwords. Password Manager another desktop software is similar for small one time fee of $25.

If the Web site addresses you collect are referenced by a particular topic, create a separate database or spreadsheet to track them by category. Creating a separate document or database and storing them in a password-protected electronic system is a good way to keep usernames and login passwords private and secure from access by others. Create fields or columns for the Web site address, category, username, password and description. Depending on the program, you can quickly sort by any of those column names to access any information about the site.

Use a Rolodex or index card system to store Web site addresses, usernames and passwords by topic, site name or category. On each card list the Internet address, username, password and site description. You can also create a separate tab in your paper planner and keep a running list of all Internet information.

If you work in an office where others can have unrestricted access to your desk, paper-based planning tool, or desktop phone/address filing system, be aware that your online passwords and usernames could be in danger if stored in one of these paper-based areas. Further, if you keep usernames and passwords in a paper-based planner and the planner becomes lost or stolen, your passwords and usernames could fall into the hands of someone who would misuse them.

Typically I see them on the monitor first and then crumpled up in the back of the drawer. Sometimes they get scribbled on the side of a paper calendar. These are usually where individuals seem to put the Post-it notes with their coveted and secret username, passwords and access codes.

With so many sites requiring a login, we have to track multiple usernames, access codes and passwords. Although you try to stick to one password, many times the system will force you to make up certain combinations of words and numbers. Then, you have those Web sites that want you to change your password every so often. Trying to remember all the usernames and passwords is virtually impossible in today's Internet world.

You'll save a great deal of time by tracking usernames and passwords in a consistent system. You won't have to search in the back of the drawer every time you need to access a site. If possible, it is ideal to keep your username and password information connected with the Web site address or name of the system it accesses.

This month I will provide your 4 ways in which to track and manage passwords to that you don't forget and lost them.

Meetings and appointments can be time consuming and disruptive during the day. If possible, try to schedule the majority of meetings and appointments on one or two days only. Once those days are full, begin to schedule in the next week. That way, the remaining week is available to get those projects and other important action items accomplished. If that is not possible, split your day and either start or end with meetings, but try to avoid chopping up your schedule.

We all do it…we see white space in our calendar and boom…we fill it. Suddenly, a week we thought would be open office time to finally get some things done has turned into back-to-back appointments and meetings. In today’s office world, meetings and appointments take up almost 50% of a workers time during the week. Research reveals that, over 1/3 of workers feel meeting and appointment time is unproductive. Make sure you don't overfill your week or your calendar and plan time in for office work.

Meetings are part of everyday business life and can be the source of some great ideas, thoughts and momentum. But effective meetings take planning and participant accountability. Before you call a meeting, be sure you have something to meet about. If not, cancel the meeting and communicate via another medium.

After the meeting notes have been distributed and action items clarified, the group needs to agree to a mechanism of follow up and accountability for those action items. If the meeting is a regularly scheduled meeting, follow up can occur at the next scheduled time.
If this meeting was a one-time-only meeting, determine a follow-up plan with your colleagues on how the action steps will be handled. This ensures that those actions will be handled and not delayed or forgotten. Nothing is more frustrating than attending a meeting, determining next action steps and then everything being forgotten when the meeting concludes.

Don't ever bypass developing an agenda for any meeting. Agendas provide the meeting framework for the leader and participants. When my clients complain of bad meetings the first question I ask is, "Did you have an agenda?" More often than not the answer is, "No."
It is surprising that such a simple and necessary step for meeting management is usually bypassed.

The purpose of the agenda is to clearly outline the plan for the meeting. Agenda content should include the details of the meeting's time, place and attendees; the meeting's objective; and all the discussion topics to be covered. You can create either a formal or an informal agenda, depending on the type of meeting and number of participants you'll have.

Formal agendas usually include much more content and information. Informal agendas typically just have quick bullet-point listings of discussion topics. Clear, concise, and detailed agendas help people prepare for the meeting and encourage everyone to stay on track. Schedule the informational items first. Keep them brief and no longer than five to 10 minutes. Take advantage of the precious time you have with the group and address the highest-priority topics next, even if they take longer. Leave the last five or 10 minutes at the end of the meeting for a wrap-up of action items, next steps and plans for the next meeting.

Setting up guidelines, or ground rules, governing the protocol of meeting participation can help you run a more efficient meeting. Developing meeting ground rules to be followed by all participants is an especially good idea for new groups or meetings in which sensitive topics will be discussed. When a group establishes and agrees to guidelines, everyone becomes accountable for enforcing the rules.

Here are some examples of possible meeting guidelines to adopt:
_ No cell phone or PDA use during a meeting. (An exception might be to allow ringers to be turned to vibrate for urgencies and emergencies.)
_ No sidebar conversations with others.
_ Let one person talk at a time. Minimize interruptions of others.
_ Defer unrelated issues and topics to be resolved at a later date.
_ Keep the discussion focused and on track.