In this video, learn how emailed requests are reviewed and how time is estimated, how to create a calendar appointment that will take more than an hour, create a task or flag an email to the to-do list, complete a task and flag it as complete, and more.
- [Instructor] With my thresholds in place, I'm ready to start work. This is what my day looks like at the beginning, every single new piece of work that's thrown my way is an opportunity for me to estimate how long it's going to take. I'm going to invest time making that estimate in direct proportion to how long I think it's going to take. In other words, I won't spend any time at all trying to decide if a task is going to take me five minutes or eight minutes, it doesn't matter. If I'm not sure, I go with the larger number. But I will spend a lot of time trying to decide if a task will take me four hours or three days. Don't worry about the thresholds themselves, use them for guidance, and when in doubt, escalate. I get a task that's going to take me five minutes or less, I'll do it now. Optionally, I'm going to mark it as complete, and that may depend on my company's policy about tracking task completion. But if there isn't a policy in place, it might simply depend on whether I think I'll ever be asked to account for how and when I completed that particular piece of work. If it's going to take me more than five minutes, but less than an hour, I'll put it on my task list, and there are two different ways that I can do that. I can either create a new task, which gives me the opportunity to delegate it, or I can simply flag it if it came to me from email. And then finally, items that take an hour or more go on my calendar. What I do with them afterwards depends. For example, it may be that I have a meeting, and I invite other people. It's also possible that I'm going to be working alone. Let's start with my very first item in my inbox. I have a reminder that a conference that I'm attending has just rolled out its session guide, and I want to take the time to review that, so that I can decide what sessions I'd like to attend at the conference, what I want to prepare for. Therefore, this item is going to go in my calendar. The next item I have is an invitation to an on-demand webinar series, and I'm also interested in this series. I'd like to watch this, but I'm not going to watch it now and it's a relatively short series, so I'll initially spend less than an hour. So that will go not on my calendar, but rather, I will place this on my task list. And then finally, I have information about a major change, an update notification to links in Word and Outlook for Windows and mobile, and I quickly review it, realize that there's nothing at all that I need to do with this, and then I can simply choose to delete it, if I wish, or if I'd like to mark that I actually read this and reviewed it, then I could choose simply to mark it as complete. So the first three items, three different possibilities; long time, short time, and simply a matter of minutes. Throughout the day as new emails come in, I'll review them and if they require work on my part, then I will either place them on my calendar, on my tasks list, or I will respond immediately.
Note: This course was recorded in Office 365, but anyone using a recent version of Outlook—including 2019, 2016, and some earlier versions—will be able to follow along.
- Prioritizing work with Outlook
- Estimating the time for tasks and email
- Creating an appointment, event, or meeting
- Creating recurring meetings
- Flagging items
- Applying categories to tasks and to-do items
- Creating tasks from email or from scratch
- Completing a task and sending an update