Microsoft Office Tutorials and References
In Depth Information
Dispatching Tasks in a Flash
Your one-page productivity system
High-priced productivity gurus crank out
overstuffed guidebooks like sausages. What’s so
productive about slogging through 400-page
productivity books? Every productivity book
says pretty much the same thing, and the stuff
that matters fits on one page. So I’ll spare you
399 pages of jargon and gibberish — you’re too
busy for that.
Respond to every task immediately in one of
four ways:
Do it (if you can finish it in under two
minutes).
Delete it (after you’ve done it or determined
that no action is required).
Defer it (by dragging it immediately to your
Outlook Task list or Calendar).
Delegate it (if you have someone to whom
you can delegate things . . . you lucky thing).
To reach peak productivity, you should
constantly seek ways to do the following:
Centralize: Store all your information in a
single location. Outlook is a good place to
do that.
Streamline: Strive to touch any item no
more than once.
Simplify: A simple system that you actually
follow is better than a complex one that you
don’t follow.
You should also strive to automate as many
routine tasks as you can. Outlook offers
powerful task-automation tools to help you zip
through busy work. Some of my favorite tools
are Rules and Quick Steps, both of which I
discuss in Chapter 6. I’m also fond of Quick
Parts, which I cover in Chapter 21. Even if
you only use a fraction of Outlook’s power to
streamline your work, you’ll find that you get
better results faster with less effort.
To take advantage of the Daily Task List, follow these steps:
1. Go to your calendar.
2. Click the View tab.
3. Click the Daily Task List button.
4. Click Normal from the drop-down menu.
The most productive thing about the Daily Task list is that you can drag
unfinished tasks from one day to the next. That way you don’t lose track of
tasks when your schedule gets interrupted.
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