Using Microsoft Outlook for GTD
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Mary Jane Russell Director of Finance Saint Michael’s College GTD® and Getting Things Done ® are registered trademarks of the David Allen Company
Tools ∗ ∗ ∗ ∗
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Pen/paper In box Calendar List manager ∗ ∗ ∗ ∗ ∗
Task list Waiting for list Someday-Maybe list Reference Tickler
Filing cabinet and/or boxes File folders Labeler Trash/ recycling bin/ shredder
MS Outlook ∗ Email, calendar, task list ∗ Category “tag” for task contexts ∗ Notes for checklists and references ∗ Email subfolders to archive support materials TIP: Open 3 separate windows each morning – Outlook calendar + email + tasks. Use to move quickly through open windows.
Calendar TASK: Review your calendar for this week/ next month and clean up any extraneous items; add any missing items.
TIP: CTRL+SHIFT+A creates a new appointment
Tasks – Next Action Lists
TASK: Add new @action categories of your choosing
Tasks – Next Actions TIP: Create a task on the fly with CTRL+SHIFT+K, or Right click and drag an email to the Task icon on your main Outlook sidebar (copy or move options)
TIP: ALT h+g to categorize an open task (or email)
Best Practice: Only set a due date for hard deadlines (externally imposed); Use “reminder” feature for soft deadlines
Microsoft OneNote
Many options for tagging items on your list: maybe, discuss with ___, to do, ideas, books to read are shown at left
Make an item into an undated Outlook task: CONTROL+SHIFT+5
Email TASK 1: Review your Outlook folder structure and decide on new folder structure. Set up your new folders. Create an ARCHIVE folder and move existing folders (and any “aged” emails) to that new folder.
TASK 2: Select/ flag an email or two for further processing later in the session. TIP: CTRL+SHIFT+m creates a new message; CTRL+SHIFT+e creates a email folder; CTRL+SHIFT+v to move a message
Waiting For lists .
∗ BCC yourself and set up a rule that will move or copy any sent email with you as the BCC to a WAITING FOR folder ∗ BCC yourself and drag the BCC you receive to the TASK list with a category tag @Waiting For (rename subject as needed)
∗ Type code at bottom of message such as @wf and set up rule to move/copy sent items with such code in message content to WAITING FOR folder ∗ Can also customize codes for key team members such as @wfnr with a folder for each person
Notes
TASK: Practice adding notes. Even if you don’t have the content handy, add a note with a keyword title so you can fill in or develop the details later. TIP: CTRL+SHIFT+N to create notes on the fly
5 Stages of Mastering Workflow
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Collect
Process
Organize
Review Do, Delegate or Defer
Working Session: Process Is it Actionable? No Trash Reference file Someday/maybe list Tickler file Yes Define the NEXT ACTION DO if it will take < 2 minutes DELEGATE if you can: Log on WAITING FOR list DEFER to either CALENDAR or NEXT ACTIONS list
TASK: Run through the above steps with 3, 5, 10 items as you can from your email inbox, your mind sweep list, etc.
Tips and Tidbits
• How’s your typing speed? There are free online tests available, and tutorials to help you improve. Aim for at least 50 wpm and yes, accuracy counts! • Need to track time spent on a project, or in various roles? Try the free automatic time tracker from Paymo.biz • Learn speed keys! Studies show you can accomplish a task 4x faster using keyboard shortcuts than by reaching for the mouse. • Try Active Words to create keyboard shortcuts (hotkeys) to automate routine keystrokes • Set yourself up as a contact with the alias “QQ” for quick email collection • Sync Outlook to your iOS devices – calendar, mail, tasks and notes
IMExchange2 Sync Outlook tasks to iPhone and iPad, including categories and notes!
Next Actions ∗ Where to go from here? ∗ Clean up your Outlook system by purging, processing and/or reorganizing all old emails, calendar items, tasks and notes ∗ Set up Outlook/OneNote with your GTD folders & lists ∗ Read the book Getting Things Done ∗ Browse the David Allen Company web site ∗ Order the GTD Outlook 2010 set up guide
∗ Join GTD Connect ∗ Share with others
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GTD Best Practices ∗ Get things out of your mind, and off your desk
∗ Regular “mindsweeps” ∗ Process in-boxes frequently (inbox zero) ∗ Keep action reminders out of any “piles and files”
∗ Decide/ define your next action … up front
∗ What specifically will you DO about this item?
∗ Review your system regularly
∗ Daily ∗ Weekly ∗ Respect due dates; use them sparingly
Thank you! . . . . Questions?
Contact information:
Mary Jane Russell 802-654-2494
[email protected]
