Outlook - Project Management

[mmelo]

Hi All,

Hope your all enjoying your summer so far.

I've been using the GTD system for some time and never ventured beyond the Oulook implmentation I used from day one. I have switched to a BlackBerry device from a Pocket PC and have been able to maintain similar functionality.

Its interesting to see the amazing development out there for implmenting GTD and most appear to be very desktop centric and or device specific. If your anything like me your rarely at a desktop for too long and need a system that will provide full functionality when mobile.

I thought I'd share my very simple method for keeping track of projects and next action(s) related to a project. I know a lot of people feel linking the information is unecessary, I just don't understand how, unless your the boss and have no one to report to... Or have so few projects that it doesn't matter.

Here's what I like about this method:

-It uses Outlook (I'm an Outlook fan) its extremely extensible, well supported by third party add-ins and flexible.
-If your mobile device can sync to Outlook and your PC folder structure, the system and all of its contents will be available on that device
-Its free if you own Outlook

Emails, Tasks, Calendar items are all linked via the project name. Entered in the subject line first ex. [Project1]

Project support materials are kept in a folder with the same name ex. Project1

To have a complete view of projects and their related emails tasks and calendar items create a custom search with the following parameters:

Look for: Any type of Outlook Item
Search in: Calendar, Tasks, Email
Search for the words: [
Advanced Tab Filter: Date Completed - does not exist

Select the columns you would like to view and sort by subject.

Save the search and drag the item to your shortcut bar in Outlook.

The only additional overhead you have to do, is to simple add the project name to your items as you create them as the first word in the subject line. Support materials are put in the relevant folder.

You can now also create views in the Outlook tasks folder using similar paramaters.

The Blackberry device I use acts as a memory card when synced so I use a program called syncback to synchronize the contents of my support folders whenever I connect my BlackBerry.

The only missing link is the ability to create a serach view in Pocket Informant on the BB but apparently that is something they will be adding to version 2. Otherwise I always have everything I need when I'm on the road.

One last note, I don't put the project name in related contact primarily because a project name almost always has the name of the contact or organization in it.




Cheers,

Michael