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December 29, 2005

Great Outlook Rule for Waiting For emails

Here is how to create a very handy rule in Outlook for filing sent emails directly into a Waiting For email folder. These directions will work in any version of Outlook.

1. Create a new email folder (Ctrl+Shift+E) and name it @Waiting For. The @ symbol will make it appear under your Inbox.
2. Click on Tools > Rules and Alerts.
3. Click the New Rule button.
4. At the top of the next box, select Start from a blank rule.
5. Highlight Check messages after sending, then click Next.
6. Check off With specific words in the body. Then click on where specific words is underlined and choose a unique keyword for your rule, such as *wf*. Click Add, then OK, then Next.
7. Check off Move a copy to the specified folder. Then click on the where specific Folder is underlined and choose the @Waiting For folder.
8. Click Finish.

Try it out by sending a test message to yourself and typing *wf* in the body of the email somewhere, such as under your signature file. It should send a copy of the email to your @Waiting for folder.

What this rule does is eliminate the step of having to CC: yourself or dig through your Sent file to find emails that you are waiting for a response.

Posted by Kelly at 11:11 AM | Comments (15)

December 27, 2005

Project actions

One of the questions that often comes up in seminars is about how to keep project actions moving forward. For example, when the action step for a project is done, when do I choose the next one and where do I go?

First off, consider your projects to be the "game" you are playing and action steps as the "next play". All of my project names are listed together in one list called "Projects". By the way, I've also seen it work really well to have 3 separate lists for Projects-Work, Projects-Personal and even Projects-Delegated. It's entirely your choice. My work and personal life is so intertwined it just makes sense for me to keep them all on one list.

All of my next actions (some are moving parts of projects and some have nothing to do with projects), all go on the action lists separated by context (anywhere, calls, computer, errands, home, office, waiting for). Each project could have several next actions that can all be done now so each of those can get listed on one of the action lists based on where I need to be to take the action as long as they are independent of each other. Any actions that are dependent on one of those actions happening first would not go on the action lists yet--those would be captured wherever I am keeping project plans for that project (such as any project management software, manilla file folder, digital folder, notes field for the project where it's listed on the projects list etc.) As soon as I complete a next action from an action list I can either go back to my project plans if I need to grab another next action or sometimes the next action is just obvious to me and I don't need to go back to anywhere else to figure that out. I will then either do the action or put it on an action list if I need to shift gears and come back to the project at a later time. Sometimes figuring out the next action will happen as soon as the other one is done or as a safety net it will get figured out in my weekly review.

A big key is that the action lists are for current next actions only. In the right context, I could do whatever is on those lists. Anything that is considered a dependency (meaning something needs to happen first before I can take that action) goes into project planning, or back to our sports analogy, it sits on the sidelines until it's ready to come into play.

A nice way to pull your actions related to projects back together is to use some kind of key word in every entry for that project. For example, if I've got a project called "ACME" I would use that keyword in all of the actions I create, so if I'm on an electronic system a quick search on ACME will show me all of the related entries. Even if you are on a paper system, a keyword system can be handy for visual clues to see how things are related.

Posted by Kelly at 02:53 PM | Comments (1)

December 20, 2005

On the road

I've been doing quite a few seminars lately for an energy company. Last week brought me to St. Joseph, Missouri to present a two-day GTD seminar for a great group. One of the participants sent me a photo from the class:

The interesting thing about many of these guys is that most of their job is done in the field, away from a desk or computer. They are only touching back into email about once a day or every few days. They are also being asked to do more and more administrative work, so we've been asked to bring them through GTD to give them better ways to balance it all.

What I've liked about these seminars is that it challenges me to get creative about how GTD can really work for anyone in any job. What would you need to manage your projects if you work out of a truck? Or spend your time digging ditches but still need to stay on top of email? I think the same GTD workflow principles apply: get good collection tools to get things off your mind wherever you are, make decisions about what has your attention, organize it in a place you trust, review it regularly to build trust for your mind to let it go so that you can make the best intuitive choices about what to do.

Posted by Kelly at 07:04 AM | Comments (0)

December 14, 2005

Fun Collection Gear

For a while now, I've been using the Levenger letter-size Circa notepad as my primary paper collection tool for meeting notes, random thoughts, brainstorming etc. I love the design with its ability to both easily remove and refill the pages.

I recently found the same style from Ultimate Office, including a pocket-size one called the Mini Jotz. I bought a couple of these for my travel bag for times when the larger pad is too cumbersome (aka an "evening module" as David Allen calls it.)

Posted by Kelly at 07:10 PM | Comments (3)