ISBN 9788120333987,Take Back Your Life Using Ms Office Outlook 2007 To Get Organized And Stay Organized

Take Back Your Life Using Ms Office Outlook 2007 To Get Organized And Stay Organized



Phi Learning Private Limited

Publication Year 2008

ISBN 9788120333987

ISBN-10 8120333985


Number of Pages 368 Pages
Language (English)

Engineering: general

If you’re bogged down by unrelenting e-mail messages, conflicting commitments, and endless interruptions, Get expert advice with this book and take back control over your life and workday by managing all your communications, action items, and interactions with proven time management and productivity techniques and Microsoft Office Outlook 2007. Benefit from Sally’s popular and highly regarded corporate education programs, and learn what defines, and what limits, your personal productivity, how to create your own management system. Examine how you collect and store information, process and organize your e-mail messages for efficiency, and plan and prioritize with the calendar features in Office Outlook 2007. Table of Contents • Acknowledgments • Who Is This Book For? • Part One Laying the Foundation for Productivity—Using an • Integrated Management System • Chapter One Changing Your Approach Changes • Your Results • 10 Beliefs That Limit Productivity • 1 There’s Too Much Information Coming at Me Too Fast, • and I Can’t Keep Up • 2 I Get Interrupted Too Many Times • 3 I Don’t Have the Discipline to Be Organized • 4 I Have to Keep Everything • 5 It Takes Too Much Time to Get Productive • 6 I Can’t Find What I Need When I Need It • 7 Organization Cramps My Freedom and Creativity • 8 I’m No Good with Technology! • 9 There’s Not Enough Time in the Day! • 10 I’m Not Organized by Nature • Making Changes Involves Letting Go • Chapter Two Defining Productivity • What Is Productivity? • Meaningful Objectives • Strategic Next Actions • Work/Life Balance • The MPS Cycle of Productivity • Step One: Identifying Meaningful Objectives…with Execution • Plans • Step Two: Creating Strategic Next Actions…Without • Dependencies • Step Three: Scheduling and Completing Strategic • Next Actions…Creating Integrity • Step Four: Reviewing and Course Correcting…Being • Accountable • Introducing the MPS Action Hierarchy Model • What Gets in the Way of Productivity? 39 • Introducing the Integrated Management System 40 • Collecting System • The Reference System • The Action System • Introducing Contro lPanel • Introducing the Control Panel with the • MPS Cycle of Productivity • Bringing It All Together • Chapter Three Creating an Integrated Management System • Phase 1: Collecting • Setting Up a Collecting System • Managing Interruptions • Clearing the Mind Exercise • Phase 2: Processing and Organizing • Setting Up Your Action and Reference Systems • Introducing the MPS Work flow Model • Phase 3: Prioritizing and Planning • Prioritizing and Planning Activities onto the Calendar • Introducing the Weekly Review • Integrating Personal and Business into One System • Integrating Your Personal Life into Your System • Technology • Company Policies • Keeping Your Personal Life Separate • Small Things Make a Big Impact • Tools You Need to Get Started • Part Two Creating an Integrated Management System— • The Collecting Phase • Chapter Four Setting Up Your Collecting System • Identifying Your Current Collecting Points • Where Are You Currently Capturing Your Commitments and • Agreements? • Deciding to Consolidate Your Collecting Points • Setting Up Your Approved Collecting Points • You Are Not a Collecting Point • Implementing Your Collecting System • What Changes Are You Going Make? • Chapter Five Successfully Managing Interruptions • Are Interruptions Necessary? • Are You Training Your Staff to Interrupt You? • Scheduling Uninterrupted Work Time • Using 1:1 Agendas • Using Staff Meetings • Using E-Mail • Creating Solutions, Not Problems • Are You Using Technology to Help or Hinder Your Focus? • Turning Off E-Mail Alerts, Cell Phones, and Landlines • During Work Appointments • Clarifying Response Times • Resetting Expectations and Holding People Accountable • Managing E-Mail Response Times • Managing Drive-By Interruptions • Managing Cell Phones, Pagers, and Instant Messaging • What Changes Are You Going to Make? • Chapter Six Clearing the Mind • Are You Using Your Mind As a Collecting Point? • Understanding the Conscious and Unconscious Mind • Are You Carrying a Heavy Load? • Clearing the Mind and Lightening the Load • Doing the “Clearing the Mind” Exercise • Awarenesses • Using Categories: (none) as a Collecting Point • Keeping Your Agreements and Maintaining Your Integrity • Being Discerning • Keeping Agreements with Yourself First • Renegotiating Agreements • Disengaging from Agreements • Learning to Say “No” to Agreements • What Changes Will You Make? • Keeping Track of the Changes You’re Going to Make • Success Factors for the Collecting Phase • Part Three Creating an Integrated Management System— • The Collecting Phase • Chapter Seven Setting Up Your Action System • Introducing the Planning and Action Categories • Defining Planning and Action Categories • Meaningful Objectives • Supporting Projects • 1:1 Meetings • Strategic Next Actions • Someday Maybe • Setting Up the Planning and Action Categories • Chapter Eight Creating Meaningful Objectives • Five Steps to Creating Personal and Professional Objectives • 1 Integrating Professional and Personal—Creating Balance • 2 Creating Alignment and Accountability—The Action • Hierarchy Model • 3 Establishing Your Meaningful Objectives • 4 Being in Alignment and Being Accountable • 5 Organizing Your Meaningful Objectives in Your IMS • What Changes Will You Make? • Chapter Nine Processing and Organizing Categories: (none) • Using the MPS Work flow Model • What Is It? • Is It Actionable? • Does It Relate to a Meaningful Objective? • Organizing and Planning Your Meaningful Objectives • Organizing and Planning Your Supporting Projects • What’s the Strategic Next Action Without a Dependency? • The Strategic Next Action Story • Do It? • Delegate It? • Defer It? • Examples of How Clients Use the MPS Work flow Model • Frequently Asked Questions • Why Separate Strategic Next Actions from Supporting • Projects and Meaningful Objectives? • Can I Still Associate My SNAs with My Supporting Projects? • Can I Customize My SNA Categories? • Can I Have More Than One Strategic Next Action per Project? • When Do I Transfer a Strategic Next Action into the Calendar? • How Do I Insert E-Mail Messages and Documents into Tasks? • Does Every Task Require a Due Date? • Can I Choose Multiple Categories? • How Do I Track Both Personal and Work Items? • Awarenesses • What Changes Will You Make? • Success Factors for Processing and Organizing • Categories: (none) • Chapter Ten Improving Your Reference System • The Difference Between Action and Reference Information • Using Search Functions to Find Information • How to Improve Your Reference System • 1 Identifying Existing Reference Locations • 2 Reviewing the Six Reference Locations We Recommend • 3 Consolidation • 4 Creating a Folder Hierarchy That Works • 5 Setting Up Your Reference System • Stop Using Your Inbox as a Reference System! • Determine What to Keep and What to Delete • Keep Your Folder List Current • Keep Your System Simple • Ensuring your E-Mail Reference System is Set Up • What Changes Will You Make? • Success Factors for Improving Your Reference System • Chapter Eleven Processing and Organizing Your E-Mail • E-Mail Is a Communication Tool • Introducing the MPS E-Mail PASS Model • Creating Meaningful E-Mail Using the MPS PASS Model • What Is the Purpose of Your Communication? • What Action Is Involved and Does It Have a Due Date? • Have You Effectively Summarized Your Message in • the Subject Line? • Did you Use the To, Cc and Bcc lines Effectively? • Questions To Ask Before Sending E-Mail Messages • Preparing to Process and Organize Your Inbox • Setting Up the To-Do Bar • Dragging E-Mail to the To-Do Bar or Calendar • Inserting an E-Mail Message or Document into an • Existing Task • Inserting an E-Mail Message or Document into an • Existing Calendar Appointment • Flagging • Using the MPS Work flow Model to Process and • Organize E-Mail • What Is It? • Is It Actionable? • Does It Relate to a Meaningful Objective? • What Is the Strategic Next Action Without a Dependency? • Using The Four Ds for Decision Making • Delete It • Do It • Delegate It • Defer It • Processing and Organizing Your E-Mail for 30 Minutes • Awarenesses • Frequently Asked Questions • When’s the Best Time to Process E-Mail? • What’s an Appropriate Amount of E-Mail to Receive? • How Do I Reduce the Volume of E-Mail I Receive? • Can I Customize My Own Subject Lines? • Didn’t I Only Move E-Mail from the Inbox to the To-Do Bar? • How Will I Remember to View the To-Do List? • When Do I Put E-Mail Messages onto the Calendar versus • onto the To-Do List? • Can I Use the E-Mail Notification Options? • When Can I Use Flagging Effectively? • Can I Organize My E-Mail in the Inbox and Not Use • the To-Do Bar? • Emptying the Inbox and Getting to Zero • What Changes Will You Make? • Success Factors for Processing and Organizing E-Mail • Part Four Creating an Integrated Management System— • The Prioritizing and Planning Phase • Chapter Twelve The Prioritizing and Planning Phase • Are You Planning from Your Calendar or Your To-Do List? • Using Your Calendar to Prioritize and Plan • Setting Up Your Base line Calendar • Base line Calendar Activities • Including Travel Time • Including “Catch-Up Time” After Travel • Using Out of Office Replies • Including 9-1-1 Interruptions • Keeping Appointments with Yourself Is a Priority • Using Colors on the Calendar to Create Differentiation • Handling Meeting Requests • What Is It and Is It Actionable? • Does It Relate to a Meaningful Objective? • Do You Have All the Information You Need? • Can You Delegate It? • Can You Add It to an Existing Meeting or Agenda? • Schedule It • Three Stages to Completing a Weekly Review • Making the Control Panel Your Default View • Scheduling Your Weekly Review • Making Your Weekly Review a Priority • What to Do When You Fall Off the Wagon? • Coming Full Circle • Success Factors for Prioritizing and Planning • After word • Index