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How to use Outlook for effective time and email management

Learn how to use Outlook for efficient time and email management to boost your productivity. Join Holger Woeltje, a renowned productivity expert, as he shares valuable insights and strategies. Don't miss this opportunity to master the art of electronic time management and overcome email overload.

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How to use Outlook for effective time and email management

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  1. Harnessing technology for productivity How to use Outlook for effective time and email management www.technoproductivity.com

  2. Your instructor: Holger Woeltje • Dipl. Ing. , BSc. in Engineering • Productivity expert: • email • time management • Outlook, Blackberry, cool travel gadgets • Germany’s leading expert in electronic time management

  3. Your instructor: Holger Woeltje • authored 7 books with more than 200.000 (German) copies sold • clients including many Fortune 500 companies like Credit Suisse, Hewlett Packard, Lufthansa, Microsoft, Research in Motion, SAP and ThyssenKrupp

  4. Agenda • Basic time management • How to use Outlook tasks & appointmentsmore efficiently • Lunch break (13:00)

  5. Agenda • Coping with email overload • Weekly planning that works & how to plan your day • Build your own action plan • Just do it!

  6. Quiz: Think hard…

  7. Quiz: Think hard… 01:30 GO !

  8. !!!

  9. Setting Priorities „The main thing is to keep the main thing the main thing!“ Zig Ziglar • Everyone of us has 24 hours each day • YOU decide how to use it each day • If you don‘t plan ahead, your day will be planned by someone else

  10. Eisenhower‘s priorities

  11. Write it down! • Write everything down • You can‘t forget or loose anything this way • Use a system you can trust (e.g. your Blackberry) • Use your head for more important things • Prioritizing is much easier if everything is on a list • Just do it

  12. Task vs. appointment • Appointment: When? fixed start time, duration, end time • Task: What? you choose when to do it (as long as you keep the due date if it has one)

  13. Importance vs. urgency

  14. What matters most? Leverage…

  15. But… There‘s just no time left for B!

  16. Embrace your B-priorities! • You have 86.400 seconds each day • Use them wisely: Only by saying NO! to C and D you‘ll make room for B • Time management is self discipline • Write down your plan and just do it

  17. Agenda • „Das schönste im Leben sind die Pausen!“ famous German song Let‘s take a break!

  18. Conquering the email monster • Don‘t interrupt your work for an email • Finish a task, take a breath, do all email at once • Use folders to keep your inbox clean and lean

  19. Keep your inbox clean DANF system: • Delete • Act Now • File

  20. First things first • Vilfredo Pareto: 20% of your tasks cause 80% of the benefits • To become more productive • identify B- tasks • just do them – even if they don‘t have a deadline • Use Appoints with yourself

  21. Weekly planning

  22. Shedule big rocks first • Shedule big rocks as long as there‘s still room • A week is long enough • Assign one hour a day to a B-task • Take 10-30 minutes to plan your week

  23. It‘s your turn! • Built your own action plan • Start now • Be accountable … just do it!!! MT10 MT05

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