Initially delivered to Queens University of Charlotte Employee Development Day in June, 2016. Learn to become more productive in your management of email, calendar, and tasks using principles & tools gleaned from David Allen's Getting Things Done, Tim Ferriss' Four Hour Workweek, and Mark Horstman & Mike Auzenne's Manager Tools.

1. ACCOMPLISH MORE
IN LESS TIME, USING OUTLOOK

2. Clouds
Dirt

3. ACCOMPLISH MORE IN LESS TIME
HOW DO YOU HANDLE EMAIL, CALENDAR, TASKS?
▸ Outlook on Windows
▸ Outlook on the web
▸ Outlook on iOS/Android
▸ Outlook for Mac 2011
▸ Outlook for Mac 2016
▸ Apple Mail on Mac
▸ Apple Mail on iPhone/iPad
▸ Another email, calendar, or task app on one or more platforms
▸ PAPER!

5. ACCOMPLISH MORE IN LESS TIME
ALL KNOWLEDGE WORKERS HAVE MORE
WORK TO DO THAN POSSIBLE. THE KEY IS
DOING YOUR BEST WORK.

6. ACCOMPLISH MORE IN LESS TIME
JOB DESCRIPTION
▸ 1. Do email [6 hours]
▸ 2. Go to meetings [3 hours]
▸ 3. Do meaningful work [9pm-midnight]

7. ACCOMPLISH MORE IN LESS TIME
BUCKETS
▸ 1. Meaningful & efficient email
▸ 2. Meaningful & efficient meetings
▸ 3. Meaningful & efficient work

8. A MASTER I AM NOT

9. SPIRIT ANIMALS

10. DO THE RIGHT THINGS
THEN DO THINGS RIGHT

11. EMAIL
‣Don’t use email as a way to hide from the real work.
“What we fear doing most is usually what we most need to do.”
Tim Ferriss, The 4 Hour Workweek

12. EMAIL
‣Touch each message once.
‣Do
‣Delegate
‣Defer
‣Delete

13. EMAIL
‣Use a simple & automated structure.
‣My setup: single Archive folder & automated CC
and Reading folders

14. EMAIL
‣Check mail only 3 times per day.
‣Beginning
‣Middle
‣End

15. EMAIL
‣Send considerate email.
‣Meaningful subject line
‣Brief, structured message
‣Single purpose if possible

16. EMAIL
‣Turn off notifications. (Squirrel!)

17. MEETINGS
‣Don’t use meetings as a way to hide from the real work.

18. MEETINGS
‣Keep your entire calendar in your Queens account.
‣All Queens users can then see your free/busy
time to schedule meetings.
‣Private appointments can be marked as such.

19. MEETINGS
‣If you don’t need to attend, don’t.

20. MEETINGS
‣Have an agenda, and reject invitations with no agenda.

21. MEETINGS
‣Start on time.
“If people are coming late to meetings, all you need to do to fix
that is to start on time, regardless of who is present. Close the
meeting when nobody’s there after 10 minutes. They’ll get the
message and at the next meeting, they will be on time.”
- Mark Horstman, Manager Tools

22. MEETINGS
‣Cut the time in half. (Outlook defaults aren’t magic)

23. MEETINGS
‣Change locations - coffee shop, lunch, walking, etc.

24. MEETINGS
‣End with action items.

25. TASKS
‣Don’t use small tasks to hide from the real work.
“Focus on being productive instead of busy.”
― Tim Ferriss, The 4-Hour Workweek

26. TASKS
‣Prioritize. (Top 2 for the day)

27. TASKS
‣Have a Trusted System. (Any system will do!)

28. TASKS
‣Add work to your calendar.

29. TASKS
‣Pomodoro Technique
‣25 minutes of focused productivity
‣5 minute break
‣After 4 pomodoros, take a longer break

30. TASKS
‣Schedule a Weekly Review
‣“Most people feel best about their work the week before their
vacation, but it's not because of the vacation itself. What do you do
the last week before you leave on a big trip? You clean up, close
up, clarify, and renegotiate all your agreements with yourself and
others. I just suggest that you do this weekly instead of yearly.”
‣David Allen, Getting Things Done

31. ACCOMPLISH MORE IN LESS TIME
QUESTIONS?