EASE THE LOAD. Electronic Task Management Systems MICROSOFT OUTLOOK

Transcription

1 EASE THE LOAD Electronic Task Management Systems MICROSOFT OUTLOOK

2 Setting up an Electronic System This guide has been designed to help you set up an electronic task management system. There are many options in both electronic and paper based formats and all have their merits. Some of the electronic systems are listed below for you to try; as an example we have provided a set-up guide for Microsoft Outlook. Many of the other systems have similar functionality. This document has been created to assist you in setting up Microsoft Outlook to manage your tasks using the approach defined in the Ease the Load. This guide does not address and calendar as most people are familiar and comfortable with these functions in Outlook. Please note Positive People are not affiliated to any of the systems listed below and we acknowledge that these are not the only solutions, but are merely a selection of systems we have found to be effective. We are always keen to hear about task management systems; please keep in touch at [email protected] Microsoft Outlook (Win) Omnifocus (Mac) Spreadsheet Page - 2

3 Setting Up Microsoft Outlook Tasks From the left hand menu choose the Tasks option. This will take you to a blank area to allow you to add, edit and delete tasks and categorise them to match your lifestyle. Tasks can easily be added to the system, with subject, date due, start date, completed flag, duration, priority, etc. The system also has the ability to assign tasks to colleagues. The list can be sorted and grouped and can display customisable columns. To sort by any column, click on the column header at the top of the screen. To group by any column (e.g. show me all tasks by category) drag the column header to the top left of your list. By default, overdue tasks will show in red, though this can be amended. Best practice shows that due dates should only be set where they truly are deadline driven otherwise many find that they go numb to their lists. The first thing we recommend you do is set up your categories. Microsoft Outlook does not provide multiple fields to categorise each task by your role, project, context, etc. However, it is possible to assign multiple categories to each of your tasks. We therefore suggest setting up your categories as follows. Special Categories: Projects, Someday/Maybe, Waiting For. Contexts: Agenda, Calls, Computer, Home, Office, Shops, etc. Roles: Department Head, Home Owner, Husband, Me, etc) To keep these categories together, you could preface them with various symbols e.g. contexts with symbol to link them together and add a different symbol for the special categories (E.g.!Projects). Page - 3

4 When you choose to assign your tasks to multiple categories, you will find a Category view built into the Task area of Microsoft Outlook (depending on the version of Outlook it may be on the top ribbon or down the left hand side of the interface.) This will allow you to group your tasks by category and you can collapse or expand the categories as you require. Hence you could just expand category to view all the calls you need to make, or expand the Home Owner category to see all your tasks related to your role, or expand your projects category to see a list of all your current projects. To create a new task, select New then Task or Ctrl+Shift+K. You will be presented with fields to record the subject, start and due dates, priority, status and reminder. To assign the task to the appropriate context and role, select the categories button from the top menu and click on all of the categories the task is attached to. To see other available fields, please select the Details button on the menu. This will allow you to set the expected length of time each task will take. To be able to sort or group by the time required field, add the Total Work field to your desired view. On the top column header, right click on any of the fields, and select Field Chooser. You will then be presented with a list of available fields including Total Work. Drag this field to the top column header and your field will now be included and can be used to sort or group your tasks. PRINTING A number of comprehensive print options are built into Outlook to provide an on-the-go version of your data. With your desired view, select File, Print and you will be presented with the available options which include layout, paper size, format, etc. Page - 4

5 Create the Archive folder Creating an archive is the first stage to keeping your inbox clean and engaging. Our advice is to keep the archive structure as simple as possible. The ultimate version of this advice is to create a Microsoft Outlook data file on a backed up drive that is called archive.pst. In Outlook 2003 and 2007 choose File, New, Outlook Data File Choose or create a folder on a drive that is backed up and create the file Archive.pst. The file will be created and a new set of folders will be found in the Navigation bar on the left hand side of Microsoft Outlook. Creating Tasks and Appointments from an Select an and drag it over the Task or Calendar bars on the left hand menu. Release the mouse and Microsoft Outlook will automatically open a new task or appointment. The subject of the pre-populating the subject of the new item (the subject can be adjusted). The body of the will also be carried across to the body of the new item along with any attachments that were in the . The task or appointment can now be edited if required and assigned a category. The is no longer required and can be deleted or archived. Page - 5

6 Outlook Add-in Applications SYNCHRONISING There are a number of ways to synchronise your Microsoft Outlook tasks with mobile devices. Microsoft provide their own solution through ActiveSync (Sync Centre if you use Vista) and multiple gateways are provided by third party solutions. Search your own device manufacturer s website for further details. TASKLINE As in our example above, it is possible to create a category called project, and use this as an option to merely capture your projects (which may typically run anywhere from ). Many prefer to categorise their tasks with each project. Microsoft Outlook does not handle projects out of the box particularly well. However, there are some low cost options to enhance Microsoft Outlook s project capability. Taskline is an example (screenshot left) which provides additional fields to each of your tasks. More information can be found at GTD OUTLOOK NETCENTRICS Another option which has been developed to fit the model explained in the Ease the Load course, is the GTD Outlook Add-in tool made by Netcentrics. The product costs approx. 45 and is available from With many packed features, it incorporates a project > subproject > task view allowing the user to align their tasks with each project they have within their focus. PLANPLUS Other options include Franklin Covey s PlanPlus which adds substantial capabilities to Microsoft Outlook s system. PlanPlus allows the user to manage their day effectively, and tap into the horizon s of focus. In addition, there is a strong project planning area allowing you to align your tasks to projects. Prices start at 35 and can be downloaded from Page - 6