In this video Dave Crenshaw provides an overview of what, when, where processing.
- In the exercise files for this course, I've included a document called What, When, Where Processing. This is the outline of the processing system that I teach in Time Management Fundamentals. Let's walk through a brief overview of the processing system. Rather than reteaching all the steps, let's get a quick idea of how Microsoft Office connects with it. First, we'll take a single item from one of the approved gathering points. When we look at the approved gathering points on the worksheet, there are two that are affected by Microsoft Office.
They are the notepad and the email. The other four gathering points, inbox, portable inbox, voicemail and wildcard remain pretty much the same. For the notepad, we're going to carry OneNote with us everywhere we go. We're not going to use any type of paper notepad, only a digital notepad in the form of OneNote will work. Then for email, of course, we're going to use Microsoft Outlook. Make sure that all your emails are funneled into that one account.
After we choose one item from a gathering point, we're going to answer three questions. What is the next step? Meaning, what action will we take next? When will it be done? Meaning, what is the specific date and time on which we'll take that action? And third, where is its home? Meaning, what is the final resting point for that item? We'll be using Microsoft Office for each of these questions. For instance, during the what is the next step question, we may use Outlook to delegate an action to someone else.
For the when will it be done question, we'll use Outlook calendar or the task reminder calendar. This will let us know when it's time to take action. And for the where is its home question, we'll often use OneDrive as the final resting point for digital items. We may want to use the Outlook email archive or OneNote, as well. Take a moment to review this document and familiarize yourself with what, when, where processing. Once you do that, we're ready to dive in and put Microsoft Office into action.
- Recall why it is recommended to move your reading pane to the bottom of the screen in Outlook.
- Name the recommended amount of sections to have for your OneNote notes.
- Recognize questions that should not be asked when processing an email.
- List the correct steps for creating an email rule.
- Identify what should be used as a gathering point.
- Recall the benefits of repetition.