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Accomplish More in Less Time, Using Outlook

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Initially delivered to Queens University of Charlotte Employee Development Day in June, 2016. Learn to become more productive in your management of email, calendar, and tasks using principles & tools gleaned from David Allen's Getting Things Done, Tim Ferriss' Four Hour Workweek, and Mark Horstman & Mike Auzenne's Manager Tools.

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Accomplish More in Less Time, Using Outlook

  1. 1. ACCOMPLISH MORE IN LESS TIME, USING OUTLOOK
  2. 2. Clouds Dirt
  3. 3. ACCOMPLISH MORE IN LESS TIME HOW DO YOU HANDLE EMAIL, CALENDAR, TASKS? ▸ Outlook on Windows ▸ Outlook on the web ▸ Outlook on iOS/Android ▸ Outlook for Mac 2011 ▸ Outlook for Mac 2016 ▸ Apple Mail on Mac ▸ Apple Mail on iPhone/iPad ▸ Another email, calendar, or task app on one or more platforms ▸ PAPER!
  4. 4. ACCOMPLISH MORE IN LESS TIME ALL KNOWLEDGE WORKERS HAVE MORE WORK TO DO THAN POSSIBLE. THE KEY IS DOING YOUR BEST WORK.
  5. 5. ACCOMPLISH MORE IN LESS TIME JOB DESCRIPTION ▸ 1. Do email [6 hours] ▸ 2. Go to meetings [3 hours] ▸ 3. Do meaningful work [9pm-midnight]
  6. 6. ACCOMPLISH MORE IN LESS TIME BUCKETS ▸ 1. Meaningful & efficient email ▸ 2. Meaningful & efficient meetings ▸ 3. Meaningful & efficient work
  7. 7. A MASTER I AM NOT
  8. 8. SPIRIT ANIMALS
  9. 9. DO THE RIGHT THINGS THEN DO THINGS RIGHT
  10. 10. EMAIL ‣Don’t use email as a way to hide from the real work. “What we fear doing most is usually what we most need to do.” Tim Ferriss, The 4 Hour Workweek
  11. 11. EMAIL ‣Touch each message once. ‣Do ‣Delegate ‣Defer ‣Delete
  12. 12. EMAIL ‣Use a simple & automated structure. ‣My setup: single Archive folder & automated CC and Reading folders
  13. 13. EMAIL ‣Check mail only 3 times per day. ‣Beginning ‣Middle ‣End
  14. 14. EMAIL ‣Send considerate email. ‣Meaningful subject line ‣Brief, structured message ‣Single purpose if possible
  15. 15. EMAIL ‣Turn off notifications. (Squirrel!)
  16. 16. MEETINGS ‣Don’t use meetings as a way to hide from the real work.
  17. 17. MEETINGS ‣Keep your entire calendar in your Queens account. ‣All Queens users can then see your free/busy time to schedule meetings. ‣Private appointments can be marked as such.
  18. 18. MEETINGS ‣If you don’t need to attend, don’t.
  19. 19. MEETINGS ‣Have an agenda, and reject invitations with no agenda.
  20. 20. MEETINGS ‣Start on time. “If people are coming late to meetings, all you need to do to fix that is to start on time, regardless of who is present. Close the meeting when nobody’s there after 10 minutes. They’ll get the message and at the next meeting, they will be on time.” - Mark Horstman, Manager Tools
  21. 21. MEETINGS ‣Cut the time in half. (Outlook defaults aren’t magic)
  22. 22. MEETINGS ‣Change locations - coffee shop, lunch, walking, etc.
  23. 23. MEETINGS ‣End with action items.
  24. 24. TASKS ‣Don’t use small tasks to hide from the real work. “Focus on being productive instead of busy.” ― Tim Ferriss, The 4-Hour Workweek
  25. 25. TASKS ‣Prioritize. (Top 2 for the day)
  26. 26. TASKS ‣Have a Trusted System. (Any system will do!)
  27. 27. TASKS ‣Add work to your calendar.
  28. 28. TASKS ‣Pomodoro Technique ‣25 minutes of focused productivity ‣5 minute break ‣After 4 pomodoros, take a longer break
  29. 29. TASKS ‣Schedule a Weekly Review ‣“Most people feel best about their work the week before their vacation, but it's not because of the vacation itself. What do you do the last week before you leave on a big trip? You clean up, close up, clarify, and renegotiate all your agreements with yourself and others. I just suggest that you do this weekly instead of yearly.” ‣David Allen, Getting Things Done
  30. 30. ACCOMPLISH MORE IN LESS TIME QUESTIONS?

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