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Module 4: Effective Use of Tasks. Overview. How to Use Tasks Walkthrough: Creating a Custom View Exercise: Creating and Applying Categories Dated vs. Undated Tasks Walkthrough: Creating Tasks Discussion: The Role of Tasks. How to Use Tasks. Understand the difference between:

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overview
Overview
  • How to Use Tasks
  • Walkthrough: Creating a Custom View
  • Exercise: Creating and Applying Categories
  • Dated vs. Undated Tasks
  • Walkthrough: Creating Tasks
  • Discussion: The Role of Tasks
how to use tasks
How to Use Tasks
  • Understand the difference between:
    • Project: a series of actions that lead to a goal
    • Next Action: the very next thing you need to do
  • Avoid these common mistakes when creating and managing tasks:
    • Assigning a due date to every task
    • Creating tasks that do not support next actions
    • Not customizing Outlook’s Task views
    • Not reviewing your task lists consistently
walkthrough 1 creating a custom view
Walkthrough 1: Creating a Custom View
  • Your instructor will guide you through the creation of two custom views of your tasks:
    • The Dated Tasks view displays all tasks that have a due date assigned.
    • The Undated Tasks view displays all tasks yet to be assigned a due date
exercise creating and applying categories
Exercise: Creating and Applying Categories
  • Categories sort and organize tasks
  • Categories can be based on context
  • Categories can be based on projects
dated vs undated tasks
Dated vs. Undated Tasks
  • Dated Tasks: tasks that must be completed or actions you have committed to completing by a certain date
  • Undated Tasks: next actions you have identified but not yet scheduled
  • Daily review: Review your Calendar and Dated Tasks list. Scan your Undated Tasks list to see if anything else can or should be done that day
  • Weekly review: Use a weekly review to examine the week just past or the week ahead, assess progress on next actions, and make sure your task lists are complete
walkthrough 2 creating tasks
Walkthrough 2: Creating Tasks

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  • Subject line
  • Due date and Start date and Reminder settings
  • Contacts
  • Free text area
  • Categories
discussion the role of tasks
Discussion: The Role of Tasks
  • How Do Dated Tasks and Undated Tasks help make good decisions about next actions?
  • Will categorizing tasks by context or project work better for you?
  • Have you tried working from a Task List in the past? Has it been effective?
  • How comfortable are you with the idea of assigning a due date only to tasks that you are ready to commit to a deadline?