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GTD newby & Outlook 2007 whitepaper

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  • GTD newby & Outlook 2007 whitepaper

    i recently downloaded the "GTD and Outlook 2007" whitepaper pdf for setting up my outlook the gtd-way.

    i'm working as a project manager and am handling multiple projects at the same time every time. I already have a referencing folders tree for all projects and subprojects (the work ones i mean, not gtd-projects).

    In chapter 4: Managing email the process for email is delete, do / file, delegate or defer.

    the delete and do part is clear and emails that not need action are filed in the reference folders.

    i am however having problems getting my head around the delegate and defer part.
    Q: when do i delegate an email and when to defer? (My guess is to delegate when there is action to be taking not by me, and defer to make it into a task which is assigned to myself?)

    for delegate two folders need to be created: @Actions and @Wating for.
    Q: when to put an email in @Actions and when in @Wating for?
    Q: what to do with the @Actions emails?
    Q: why do i not need to assign a category to the email?
    Q: are these the only two folders needed for delegate?

    for defer:
    Q: what is the best method for transferring email to tasks? i need to have email attachements kept with the email, and i want to use my windows mobile phone also.

    ronald

  • #2
    Highly recommend Total Workday Control Using Microsoft Outlook: The Eight Best Practices of Task and E-Mail Management by Michael Linenberger if your going to use Outlook to manage your tasks.

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    • #3
      i already bought the pdf, was hoping that would be sufficient for setting up outlook

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      • #4
        The Outlook 2007 document provides most of the answers to your questions. Take another close look at the section on e-mail.

        If you choose to use @Action and @Waiting For folders, here's how to use them. As you process each e-mail, you must make sure that you identify any projects that may be embedded in it. Put that reminder on your Projects list. If the e-mail itself represents a sufficient reminder of your next action (read, reply, forward/delegate etc) and that action requires access to the current e-mail system you're using, move it to the @Action folder. You can even change the subject line to add a reminder of your chosen action.

        A category assignment is not needed for these e-mails because the action must take place within the e-mail system. If the next action is a phone call, put the reminder on your @Calls list and save the e-mail in an Action Support folder.

        E-mails that you send for which you are waiting on an action by someone else goes in your @Waiting For folder.

        The fastest way to move an e-mail to the Tasks folder is to use the CTRL+SHIFT+V key combination ("move to folder").

        I hope that helps.

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        • #5
          Transfer emails to tasks

          Originally posted by ronjon View Post
          for defer:
          Q: what is the best method for transferring email to tasks? i need to have email attachements kept with the email, and i want to use my windows mobile phone also.
          Right click on the mouse when you are in the email-inbox. Move on Tasks and you can create new, copy with or without attach

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          • #6
            Originally posted by ronjon View Post
            Q: why do i not need to assign a category to the email?
            I use Google desktop but there is also Find. I think this is more direct than the question : Which is the category I had chosen for this?
            Last edited by clango; 05-25-2009, 10:02 AM.

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