Example: You have a rule to file all messages from Contact Group foo into a folder, unless it has the word bar anywhere in the body. After you start creating Quick Steps, you will find that there might be other ways that you can optimize the number of clicks required to get something done.
Whenever you find yourself doing the same thing repeatedly, try creating a Quick Step. And as projects change, update your Quick Steps so that they are only the things you really do. Once you set up your system, you are ready to begin managing incoming messages. By making your Inbox the central place for receiving important messages, you can go through it with the confidence that each item is something you need to deal with.
For every message in your Inbox:. If you need to do it, but it takes longer than two minutes including reading , defer hold off on it. If you need it as reference even if you have decided to defer it , move it into your reference folder.
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The goal is to reduce the number of times you touch each message. Delete messages that you don't need to read. If you never want to receive another message as part of this conversation, ignore it. For example, many messages can be responded to in two minutes or less. But if a message takes longer than two minutes to deal with, defer it.
To get a sense of what two minutes feels like, try timing yourself. After you have dealt with the message, do one of the following:. File it in one of your reference folders for example, 1-Reference using a Quick Step. To keep a record of the things that you have done, especially for the purposes of reflection around the time of annual reviews or for preparing reports, use the Done Quick Step, which also marks messages as completed.
Sometimes you receive a message that is really meant for someone else to deal with. In these cases, reply and include the person you're delegating the message to on the To line. If you find you're doing this often, consider creating a Quick Step that replies and adds the delegated person to the To line.
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If you want to follow up later, flag it for yourself before sending. In your To-Do Bar, mark the task with the Waiting category. Deferring a message means that you will review it later, when you have time. Reasons to defer a message:. When you decide that you don't have time to deal with a message right away, you can flag it:. If you will need to refer to the message more than once and you want easy access to it, drag it to the Later group in the To-Do Bar.
In addition to flagging a message, you can:. If you find that you are repeatedly applying the same categories and flags, create a new Quick Step that flags, categorizes, and files. Once an item has been flagged, it will appear in the To-Do Bar. By flagging it and filing it into your reference folder, you have processed it, and now you can move it out of your view. Change the name of the task by selecting it in the To-Do Bar or right clicking on it and selecting Rename Task. You can also add a category to help you see at a glance where your next action is.
A quick glance at your To-Do Bar with categorized tasks lets you know what is immediately actionable Office , which tasks you are waiting on other people for Waiting , and what you will be meeting about Meeting. After you process your messages, you can tackle your task list. This is when you respond to those messages that you have deferred. A good example is a message with instructions.
File these messages in your reference folder 1-Reference by selecting your Reference Quick Step. Adding a category will make the message easier to find later if you need it for example, Project. Do this before filing with your Quick Step. After you finish processing your messages, you should have a clean Inbox and can switch your focus to your calendar and tasks. This includes:. As you review your calendar and your task list, be realistic about what you can accomplish. Sometimes that means saying no. Here are some ways to gain back time by saying no:.
Send messages to let people know that you are working on a response and make sure to flag it for yourself on send. The reality is that if you have a day filled with meetings, you have less time to complete tasks and write messages, so move tasks to other days. As you go through your calendar and tasks, inevitably you will start thinking of more things you need to do.
Here are some ways to create tasks in Outlook:. If you are in a meeting, take notes in OneNote. Flagged items in OneNote appear in the Outlook task list. Here are ways you can help yourself deal with your tasks:. Add tasks as they come to you by typing in the Type a new task box in the To-Do Bar or in the top of Task list, in a blank space in the Daily Task List, or by selecting New Task in the ribbon. Clean out tasks that you don't need to do. For flagged messages that you want to keep, select Remove from List , otherwise, just Delete.
Make tasks more actionable by changing the task subject of a flagged message. To change the task subject, select the item in the To-Do Bar and type a new subject or right click, and then select Rename Task.
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Only the subject you see in your task list changes. Create and assign color categories to help you identify where you need to be to take the next step and to make some tasks stand out.
Rearrange your tasks to group together similar tasks, such as tasks with the same category. To move a task, select the task in the task list and drag it. In this way, you can work on similar tasks together. For tasks that will take some time, drag the tasks onto the calendar to set aside time to get these tasks done. The process of managing your task list shouldn't take over your life! Remember: There is always more to do than time to do it. As part of good time management, you need time to deal with your messages, manage your appointments and tasks, and reflect on what you have to do.
You can schedule this time for yourself with regular appointments and meetings on your calendar. Set aside time to:. Deal with your messages. Setting aside time to deal with messages is especially important if you receive a lot of messages. Even if you have rules set up so that only the important messages appear in your Inbox, you still need time to deal with those messages.
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To go back to everything open, select Normal just to the left of Reading. Do a daily and weekly review of your tasks and appointments. Look at your calendar and tasks, and evaluate your appointments and tasks against your priorities.
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