Business & Personal Coaching  Promote Your Business
Business & Personal Coaching
ProMatch
Directory
Cost Report
  More Services

Email: Outlook Tips


By



Microsoft Outlook is a fantastic tool for doing business and managing your business and personal life. I am often asked for tips to make more of this tool since so many people use it and so much of business these days is conducted through email. So I have gathered together these great ideas. The first is an essential action for entrepreneurs and is given an exponential boost in power when put into place through Outlook.

1. E pluribus unum: It’s the American way. Be proactive and make a list of all the places you collect information. You may be surprised at how many ‘in-boxes’ you actually have. Then rationalize them by: combining email accounts into your Outlook, forwarding telephone numbers into one voicemail box, creating a single to-do list that captures all of your ‘next action items.’ Think of all the time and effort saved by combining multiple email accounts! Download them into one place, but you can still separate emails by account using filters, if that is your preference.

2. Link to life strategy: Whether it is your business vision and objectives or your bucket list ambitions, Outlook can organize and funnel your precious energies appropriately. Get everything that you have been trying to remember out of your head and ‘inbox’ and put it into your Outlook task list. It can help you answer that commonest of all entrepreneur questions; ‘what should I do next’?

- Keep it simple by ignoring those ‘% complete’ and ‘status’ fields if you really don’t need them.

- Chunk down your big projects. Be specific about the exact small actionable next steps; don’t list project titles as to-dos.

- Be strategic, not reactionary; change your mindset from ‘due dates’ to ‘when you’ll do things.’ Procrastinate with a purpose.

3. Focus on your priorities: With all your to-dos, reminders and tasks listed, it will be clear where your priorities lie and then you are in control rather than being overwhelmed by the enormity of it all. Act in the moment on tasks targeted for today, in the certain knowledge each step takes you towards your goals. From then on, you can add, update and delete from your list and always be on top of your day. Outlook also allows you to assign categories to your task list. Use these to organize your tasks by your broader “Meaningful Objectives,” both business and personal to help you prioritize.

4. Process and organize email: Create calendar appointments directly from emails. Create tasks directly from emails. You can drag and drop them directly to save time and improve accuracy since you won’t have to re-type the data. Include both your business and personal objectives in your task list to achieve a work life balance that will eliminate anxiety about ‘living to work.’ Control inbox folders so you are able to empty them regularly. Use “Create rule” to organize your incoming email. File as much as possible automatically so you can batch process the lower priority emails when you have time, reading the ones you want or just mass deleting them.

5. Build your personal ‘Dashboard’: Outlook can be customized by adding or deleting fields you want in one view. On the one-week page view of your calendar put your “Next Actions” task List organized by category, your “Waiting for” folder and reference folders. Use this as your main screen as opposed to the more tempting one, the inbox, which only causes distractions to your work. Focus on getting your work done and handle emails as “a” task, not “the” task.

6. Manage business contacts: Outlook can organize your contacts with keyword categories like clients, prospects, networking, etc. You can also assign flags to your contacts and they will appear in your task list. Use the ‘Activities tab’ when on a contact to view all data from all Outlook folders. A great Outlook add-on tool to consider is XOBNI. This does a great job of helping you find emails and attachments by searching your entire Outlook files and it even captures email addresses automatically.

7. Regular Review: The entire system works when you trust it and follow it. To-do items lost on a long task list are as useless as slips of paper under a pile on your desk. Create a fixed appointment with yourself at least once a week to review all to-dos and process your inbox to empty every time.

Hope these tips help you achieve your New Year’s Resolutions.



Be the first to find this article helpful.

About the Author

Bernhard Heine, Professional Business Coaches, Inc
94 Canonchet Trail
Marshfield, MA 02050
781-319-9820

Contact Author: request info

If you would like to re-print this article, please contact the author.
Looking for a Business or Executive Coach? Let us help you find one in your local area.
Click to Get Quotes

Related Topics

Business Coaching
Personal Coaching
Blast Off Business Mentoring
Business coaching and mentoring for business owners and entrepreneurs.

Leading a Team
As a team leader, responsibilities cover management of people, the team's organization,...

Business Coaching: Building a Team
The building of a team can be complex, especially when different personalities are...

Business Success with a Coach
A Coach will focus on the strengths that already exist within you and help you to reach...

Business Coaching: The "I" Factor
There is much truth to the idiom that "There is no I in team".

Looking for a Business or Executive Coach? Let us help you find one in your local area.

Other Related Topics

Business Essentials in the 21st Century
Marketing has changed over the years and reaching your audience isn't what it used to...

Goal Obsession Is a Contradictory Characteristic
When it seems like we might miss our mark, our goal obsession pushes us to use...

Business Coaching: "Yes"
There are many ways to grow your business, but most business owners are cynical, opting...

Business Coaching: Setting Goals
Short term goals are stepping stones. They are necessary for the preparation of long...

Business Coaching: Success Fear and Faith
Success is based upon what your beliefs about yourself and your surroundings are. If you...

Editorial Disclaimer: The views expressed in articles published on this website are those of the authors alone. They do not represent the views or opinions of this website or its staff. The articles on this site do not constitute a recommendation or endorsement with respect to any views, company, or product. Authors affirm that article submissions are their original content or that they have permission to reproduce.

Free Cost Estimates   |   Business & Personal Coaches Directory   |   Business & Personal Coaching Cost Report   |   Free Business Listing



Home   |   Articles & Videos   |   Affiliates   |   Networking Groups   |   Search by Category   |   Professionals

Terms of Use   |   Privacy   |   About Us   |   Contact Us   |   Member Login

© 2003-2014 - VentureStreet, LLC

Join Our Business Network