2/27/2024 0 Comments Outlook to do list vs tasksNext Actions ~ I use hashtags here, for example 'Print #JohnDoe #Review and post to Bob'. Projects ~ I use Hashtags for areas of focus and clients, and project names. Tasks ~ This is my inbox and quick capture area. Note: If you mark an item completed in To Do, it marks the flagged email complete, and Vica versa. I then move it to project /Next Actions / Waiting For / Someday Maybe. And when you mark them as done, it marks the email flag as done. You can then RENAME the task! This is a huge improvement from working from my outlook folder because you can clarify the task. Important ~ This is my 'Urgent' or 'Do Now' marker.įlagged email ~ this becomes an 'Inbox'. My day ~ Here I might pick three tasks that aren't in my calendar for today. I use the naming format #JohnDoe because it keeps my clients at the top.Ĭlient A Printed ~ To know what I printedĬlient A dont print ~ I don't print everything Unfortunately I do need subfolders for clients and some topics, but I avoid this wherever possible.Ĭlient A ~ I need to keep client info together. Reference ~ This my big bucket for reference materials. I don't trust my IT departments archive, sometimes it's temporarily unsearchable. This is a quick way to keep track of an ~ big ~ rare emails I just need at hand for a week or soĪrchiveFolder ~ My bin. Inbox ~ Screen for 30 seconds, reply or move ~ I flag actionable emails then move to This populates ~ I have a custom filter: If I Bcc to myself, my email lands here. Outlook itself ~ I use conversation view. A lot of this is taken wholesale from 'how to be a productivity ninja' which I highly recommend as a 'GTD lite', and is the book I recommend to colleagues if they ask about A First of all, here is how my Outlook folders are organised.
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