工作在今天

初出茅廬的時候,跟歐洲那邊有很多通訊,大部份時間都是使用傳真,我總愛花時間寫一封漂亮的傳真,把所有提問分綱列領的寫好,臨下班前傳到歐洲,翌日早上回來便可收到圓滿的答覆。所有收發的傳真,都是可以觸碰的一張張紙,只需要把它們放進文件夾存檔,加上index,便已經很整齊。個人在文件處理上有奇怪癖,一度讓人以為我做所有事情都是如斯井井有條。

不知從何時開始,我們的工作間被電腦世界入侵。以往的傳真給簡短又免費的電郵遂步取代。忘了問對方一樁小事嗎?可以趕忙補發一個電郵,甚至回收再發亦可。後來的人不知怎的都喜歡把電郵抄給全世界,因此亦多了許多人搭訕,常見的如Noted with thanks,後加五至七行署名,讓前文跌到螢光幕以外。

以往的傳真,尚且可以即時存進文件夾,現在數以千計的電郵怎麼辦?道理上是一個項目完結後,好應該把無用的電郵扔掉,把重要的留下來,但我們又可曾有時間這樣做?即使有時間這樣做,又怎麼存好?把它們統統列印出來再存檔未免太不環保吧。把它們存在自己的郵箱文件夾,別人又看不到,況且容量亦有限。把它們另存新檔放在公司網路中似乎是最合理的,但是檔案怎樣名命好?預設的是以電郵主題命名,可是又有多少主題能反映它的真實內容?用時間命名或改其他名字又費時失事。

更要命的就是那些含附件的電郵,獨立的附件固然重要,但它依附的電郵就好像cover letter一樣,也提供了不少點題或背景資料,缺一不可。

長此下去,結果就是知識沒有得到承傳,一個員工走了,留下的並不多。

我日夜盼望離開這地方(雖然金融海嘯襲來,這願望恐怕未能成真),所以開始積極把資料整理,可是卻茫無頭緒。。。

有沒有知識管理專才可以幫我一把?

2 thoughts on “工作在今天

  1. Thx for you message, I am not too bad now.About email, when I was working in a architectural practise, my boss insisted us to print out every single email. Once you print out the email, it becomes some sort of legal document so as to protect the prastice.Well, it’s really not so green to do so, yet according to the experience of my boss it is extremely important. He was sued once of an unfinished project which was the responsibility of a quitted colleague. He lost the case as there was no email record left. Since then he printed all email out.Not sure if your job nature is similar to architect that you need to print out everything. Yet a hardcopy is always a safer opinion to keep record.

  2. Thanks sunyung the architect!I guess what I’m going to do is to scan the emails to pdf… to be as green as possible.

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