Microsoft Outlook

I’ve discovered the missing piece of the puzzle that is Microsoft Outlook.

Outlook email works reasonably well. Outlook Calendar tracks the days, weeks, months, and years.
Even Outlook Contacts, with a bit of adjustment, becomes a decent client database and opportunity tracker.

But what logical home exists for the ongoing projects, the myriad of undated tasks, and the infinite commitments that don’t fit neatly into a Calendar?

It’s Outlook Tasks that has let me down. The Task system in Outlook seems insufficient, counter-intuitive, and cumbersome.  That is, until now…

This quick video tutorial introduces the method that completed the Outlook puzzle for me. Ahhh, what peace of mind  a trusted system brings.

Love it, hate it? Have a better idea? Let me hear your comments.

I use Microsoft Outlook to manage my small business. I discovered a really powerful way to use the “all day event” feature in the Outlook Calendar.

If you’re (quite logically) just using this for things that take all day, you’re really missing out.

With this simple technique I never miss a follow-up call, and I’m able to relax knowing my system will remind me about the when and the what! Check out the quick video below where I reveal this super-duper technique.

Love it, hate it? Have a better idea? I’d love to hear from you.

I’m a small business owner and a Microsoft Outlook user. I use Outlook to schedule appointments and tasks, manage projects, and store contact information. Over the years I’ve discovered some simple tips and tricks that make Outlook work better for my small business.

I’ve combined the principles of Steven Covey’s 7 Habits of Highly Effective People, David Allen’s Getting Things Done, and other popular books, into a small-business management strategy that really works for me. Knowing the principles is important, but equally important is figuring out how to implement them consistently using a sytem that you trust (like Outlook, ACT, Goldmine, Palm Desktop, etc.)

The short video tutorial below covers some very basic email tips. I’ll be posting more quick, bite-size, productivity videos soon.

Thanks for reading! Love it, hate it, have a better idea? I’d love to hear your comments!

These days, even monks and hermits are
overwhelmed by email.

But never fear.

A solid workflow system allows you to conquer
mental and physical clutter forever.

I use this simplified “GTD” approach to keep my mind,
and my office, efficient and productive.

Check out this pdf doc to see how my capture, define,
and decide system keeps me, relatively, sane.

clearmind-inbox-to-empty-workflow.pdf

Microsoft Outlook has all the ingredients to be a powerful planning system.

The key is to know what to use and what to ignore.

I’ve typed some key points to remember below.

Questions? Just contact us. We’ll get you the answers you need.

Outlook serves 3 functions

1. Organizes action reminders using calendar and tasks

2. Organizes information in notes, contacts, email subfolders

3. Sends and receives email

Principles that make Outlook a “trusted system”

1. Don’t leave anything in your head or in unprocessed stacks

2. Make crystal-clear decisions about the next physical action

3. Keep the system clear, current, and complete

Do’s and Don’ts

• Do continue to use paper to “capture” ideas, notes, etc - but always put the action reminders in Outlook
• Do clear your email inbox by converting email into tasks and projects and filing email in subfolders
• Do add all of your active projects to your @Projects list (big, small, personal, professional)
• Do use the notes area in a project to outline the successful outcome and next actions
• Do make clear action decisions when new stuff shows up, don’t wait until it blows up
• Do share tasks with other Outlook users using the “assign task” feature
• Do print or sync your lists to make them portable

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• Don’t rely on an email for an action reminder or project reminder
• Don’t hold back, everything has a place in your system, if it doesn’t create a new list by using categories
• Don’t just create the lists, look at them often, and use them to guide your moment by moment actions
• Don’t expect everything to clear up instantly, we’re on a productivity path and daily progress is key