View Full Version : Recording follow up attemps
07-09-2007, 08:32 AM
I was wondering how many of you record follow up attemps from your @waiting list.
If you have an item you've been waiting on since june 20 and you send an email today, do you make a note somewhere that you followed up so that you know. Or do you check off the @waiting item and create a new one for today's date?
07-09-2007, 09:57 AM
I use Outlook/PocketPC... I record followups in the notes section of the @waiting items.
It not only helps me remember that I've already followed up 3 times, but it also adds a little more weight to my next followup to be able to delineate what has transpired up to that point.
I imagine this would be more difficult to maintain in a paper-based system (depending on how you structure your @waitings).
I do just what JKnetch does. If you don't keep track of it and it blows up in your face, you don't have any facts with which to defend yourself.
07-09-2007, 10:21 AM
Exactly. What they said. :-)
And Bosses are very impressed when they ask "So what's the status of the X project?" and you say "Let's see. We sent a draft out to Smith for approval on July 1st, called to remind them on the 5th, but haven't heard back yet."
07-09-2007, 12:08 PM
I definitely track follow ups. That is one of the most important things to track, because the need to follow up means that you can't get something done because someone else is not doing their job. When it comes time to identify a scapegoat, you want to have the documentation that it should not be you.
My waiting for list is a folder in my email program. When I send a request that I am going to be waiting on, I drag that request into the waiting for folder. When I follow up, I forward that original email with the follow up request so the person can easily refer to the original request. The original waiting for item is deleted and replaced with the new email item just sent. When subsequent follow-ups need to be sent, they will contain the entire chain of follow-up requests. This sends a strong message and makes good documentation.
07-09-2007, 05:57 PM
Absolutely! Whenever I follow-up I indicate the date and method whereby I followed up. If I get a response that still doesn't close the @waitingfor item, I indicate what the other party told me. It's so nice to have all my notes right there to see when I do my weekly review of those items.
You know, I was thinking about this. Tracking "waiting fors" may well be the single most important thing I implemented from GTD. For me, having that open loop in my brain keeps me from relaxing totally. Tracking WF's appropriately ALSO keeps me from following up TOO MUCH.
Just call me "Empty-Headed" tonight.
07-10-2007, 04:31 AM
When I send an email that I would like a response to, I flag it (usually I use the Blue Flag). I periodically review my blue flagged emails and if I haven't received a response I forward the original email with my follow up request, then I "unflag" the original email, and flag the follow up email. This enables me to have the latest version of my request quickly available.
I hope this makes sense.