Planning your week is a standard skill for productive people; in this video tutorial, productivity specialist Steve Somers will cover setting aside time to plan your week ahead. You will learn maintaining a Master List, reviewing tasks, prioritizing your goals, and using the calendar and OneNote features to plan your productive week with Office 365.
- [Voiceover] One of the traits of highly productive people is that they take the time to plain their week. I like to set aside the first half hour on a Monday morning, while I eat my breakfast, to review my goals and schedule. I find my week runs much more smoothly if I thoughtfully review it, before I get caught up in the busyness of e-mails and meetings. Since this is crucial to being productive, I make sure I dedicate the time every Monday to plan the week ahead. I like to start first by evaluating my master list of goals. I keep that in OneNote.
I like to keep my personal and work goals all in the same page, as well as other things I want to keep an eye on. For example, I have lists for books I want to read, and things I want to focus on. I keep that all in this one place in this master list in my personal OneNote notebook. When I plan my week, I like to look at my work goals and pick a couple items to focus on that week so I feel like I'm getting things done. First I'm gonna focus on the customer satisfaction survey. I'm gonna look both at analyzing my early results, and I'm also gonna create an action plan based on findings.
The next thing I want to do is focus on the blog putting the customer first. I want to create an outline and get started on that. The final thing know I want to get done this week is reviewing Jennifer's sales proposal. Let's look at how we might make these items happen this week. The first thing I'm gonna do is focus on reviewing Jennifer's sales proposal. To do that, I'm gonna make this an Outlook task. To create an outlook task, I'm gonna highlight the item in my OneNote, I'm gonna go up to the toolbar and click the outlook task button on the right-hand side.
I'm going to choose the custom option so that I can pick specifically when I want this to be due. This opens up an Outlook task item. I'm going to click on the reminder button in the middle of the page, and this way I can select what date and time I want it to be due. I'm gonna select this Friday, at noon, so if I don't have time to get it done, at least I'll get a reminder before the end of the week so I have some time to finish it up. When I'm completed, I just go up and click Save and Close on the toolbar on the left-hand side. When I've completed this task, it will actually mark this as completed on my OneNote.
It's connected to that Outlook task and you know that from this little flag here. Next I'm gonna work on the blog putting the customer first, so what I want to do is find some time to start working on that. I'm gonna flip over to my calendar. It looks like I have some time Friday morning, so I'm just gonna schedule about an hour. To do that, I select a block of time from 10 to 11, I'm gonna right-click to select the New Appointment. In that appointment, I'm gonna type what I'm gonna work on. I'm also gonna choose to link back to that item in my OneNote.
I'm gonna select it, right-click it, to copy the link to paragraph. I go back to my calendar item and I'm gonna paste that in here. That way I can click back on that link, to see any information I may have stored in OneNote around this item. When I'm done, again I'll click Save and Close. You'll see I have that item ready for me on Friday. The final thing I want to do is I want to work on the customer satisfaction survey, and I have two items there. I want to analyze the results, and I want to create an action plan.
I'm gonna go back to my calendar, find some time for that, and I see I already scheduled some time on Tuesday to review the results. I'm gonna open up that appointment. I really don't think that a half-hour is enough time to get that that done, so I'm gonna expand it to a full hour. Again, I'm gonna go back to the OneNote, I'm gonna copy those items, do a right-click and say Copy link to Paragraph, again, which creates the link back to the OneNOte and paste that in here. Again, the goal here is that I'm able to easily find my notes that I've already taken and I'm ready to get started.
Finally, I click save and close. Once I've planned my week, I like to go back and review by looking at my week at a glance. I can see I have a relatively busy schedule, but I have a good balance between different priorities and things that I'm working on during the week. The final step in planning my week is I like to go Yammer, our enterprise social network and share with the team what I've committed to for the week. To do so, I'm gonna go to our Landon Sales team group, and I'm gonna type in what I'm planning on working on this week, and mention some people who may be involved, so they too can share their plans for the week.
I also like to include the hashtag salesstatus, so I can find this topic later through search. I'm going to mention a couple other people on the team, so they too can share what they're working on in this thread. That keeps everyone accountable for what they're working on, and at the end of week, we can review what we did, and see that we moved our goals forward. Finally, I'm gonna click Post. Now you understand the value of planning your week, and using that planning your time productively. Allocate the time to plan and execute against your goals. Set aside some today for either the beginning or end of your week to try your first weekly review session.
Next, learn which methods—email, phone, Skype, or face-to-face discussions—are most effective for communicating, and explore how to best plan and run effective meetings. By the end of the course, you'll be able to build a personal productivity strategy that works for you and your team.
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- Explain the best ways to improve personal productivity.
- Differentiate between OneDrive and SharePoint.
- List the most important features of OneNote.
- Name the most important guideline for writing emails.
- Cite the best practices for managing multiple calendars.
- Explain ways to make meeting matter.
- Summarize the components of a productive meeting agenda.