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Outlook quetion

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  • Outlook quetion

    I am new to this concept, and am really trying to give it my all, though, I am having some struggles, as I was a "Franklin" user for 14 years. So, here is the first of many questions:

    I manage between 180 to 300 projects at a time in my profession, but for each one, I have identified 8-10 "actions" that take place for each one. Does anyone know if there is a way that Outlook can be set up to include each one of these actions automatically as I create a new project?

    Any help would be appreciated.

    Best,

  • #2
    Outlook question

    This could be done fairly simply with an Outllok macro. I have about a dozen macros I have written to make things easier and not have to deal with so many manual steps.

    Roger

    Comment


    • #3
      2 Excellent Outlook Enhancements...

      If you check out the "Gadgets and Gear" forum on this site, there are 2 excellent enhancements available for Outlook users:

      1. GTD_Police - a VB script that does 2 important things: prompts users to enter a next action for a project when a project-related next-action is marked as complete, and allows a series of next actions to be added point-form within the comment section of the task form, using the '-' sign at the start of each action. This list is then automatically parsed and the next action from the list is converted to a new task when the old one is complete.

      2. A Project form that provides a concise overview of a project, list of next actions, comments, attachments, and a convenient history of completed actions on a project.

      Personally, I use both, plus the Outlook Add-in, and I've never felt better about how my projects are being managed. I feel that one of the most common potential "failure modes" of GTD is not defining next actions for all projects to keep them moving forward, plus having next actions that aren't truly discete, actionable items, but in reality are mini-projects in and of themselves.

      Regards,
      Peter

      Comment


      • #4
        Originally posted by peter_g
        2. A Project form that provides a concise overview of a project, list of next actions, comments, attachments, and a convenient history of completed actions on a project.
        I found the post containing the zip file but when I try to download it I get a 403 error. Has it been moved or removed or something?

        Comment


        • #5
          Link to project form...

          I got the form from the attachment at the bottom of the first posting of this thread:

          http://www.davidco.com/forum/showthread.php?t=3822

          Hope this helps,
          Peter

          Comment


          • #6
            Jollymon,

            I think I understand what you are asking, so I will take a stab at it, hoping I am on the right track. I also have projects that I am going to be handling again and again. As a school principal, hiring staff is one of them. To fill any position, a certain number of things happen, and in a certain order. The position has to be posted. I screen apllications, interview candidates, check references, make a recommendation to the superintendent, wait for the Board of Education to act on the recommendation, notify both the successful and unsuccessful candidates. The list doesn't end there. Now we induct the successful candidate, which would include everything from assigning an e-mail address and copier code to assigning a mentor.

            In the Memo section of my Palm, I have a category called "Repeating Goals". One of the entries in that list is "+??? position has been filled and new hire inducted". The rest of that memo is a list of the steps. As soon as the fact that a have a vacancy occurs to me, I copy that memo and paste it into my task list. I replace the ??? with what position is to be filled ("6th grade teacher," "custodian," etc.) I look at the first item in the attached note, and copy/paste it in the task line in front of the "+" sign.

            From there, it's a process of doing the action, going to the attached note, and copy/pasting it over the just-completed action. Only after I have finished all of the actions in the attached notes will I put a check mark in the box and mark the whole thing off as "done."

            Generally, I have going to be handling all of my staff changes within a few weeks of each other (at the end of the school year through first half of the summer), so I will "creativily procrastinate" on some things. For example, if the next action is to "assign copier code," I will put that off until the rest of the new staff members are hired and handle them all in one block. On the other hand, if I have a vacancy sometime during the year, the same checklist will work.

            I hope this is on point with your question.

            Frank

            Comment


            • #7
              Originally posted by peter_g
              I got the form from the attachment at the bottom of the first posting of this thread:

              http://www.davidco.com/forum/showthread.php?t=3822

              Hope this helps,
              Peter
              Thanks. It's the same place I found it but on trying to download it I get a 403 or unable to download response.

              I wonder if it's been taken off or the attachment is altered because the message is from March. I'll keep doing searches. Maybe it's someplace else.

              Thanks again.

              Comment


              • #8
                Link verified...

                I checked the link again right now (May 10) and it's fine - I was able to download the GTD-Template.zip file again with no problem. Perhaps there's a browser-related problem at your end?

                Regards,
                Peter

                Comment


                • #9
                  Originally posted by peter_g
                  I checked the link again right now (May 10) and it's fine - I was able to download the GTD-Template.zip file again with no problem. Perhaps there's a browser-related problem at your end?

                  Regards,
                  Peter
                  Heh, heh. We've now established that the firewall software does it's job.
                  Thanks for helping me out.

                  Comment


                  • #10
                    By the way...I can spell...Outlook Question

                    Would it be possible that someone in my company's IT department has disabled my ability to access macros and VBE? I can't open either one...

                    BTW, thanks to everyone for their comments, and willingness to help.

                    Best,

                    Comment

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