Getting Things Done; The Microsoft Outlook Productivity System

Unlock the full potential of your email management with the proven productivity system from David Allen's 'Getting Things Done'. In this video, we delve into the art of stress-free productivity by adapting Allen's principles to create an efficient system for managing emails in Outlook. Whether you're overwhelmed by your inbox or just looking for a better way to stay organized, our step-by-step guide will help you clear the clutter and focus on what's important. Tune in to transform your Outlook experience and take control of your tasks today!

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📽️ Video Chapters
00:00 Introduction
02:45 Create Outlook Categories
05:09 Schedule Email Processing Time
08:03 2 Minute Emails
08:29 Email Archive
09:25 Delegate Tasks
11:16 Microsoft To-Do
14:33 Daily Planning
18:20 Weekly Review

[timokoch]

Thats a really good approach. I put the three categories into a Quickstep each. So i just click the right Quickstep an Outlook assigns the category, marks the Mail as read, Moves into archive and creates a task.

[TheWowhairmike]

This works for me. After watching your previous video, I removed all of my email folders and started using categories (properly) with the archive approach. My inbox is now clear every day! (I hate emails!) Thanks Jonathan 🙂

[corybanticfire]

I've never had a completely clear inbox. thanks for the video. it looks like a great system.

[justihochrainer]

Nice approach! Btw you can also use the old Outlook simply by adding search folders that filter on the category to your favorites.

[erics]

Jonathan - thank you so much for your excellent, straight forward, and extremely practical video's and advise. Well done and so relevant for many of us. I am sharing with my colleagues. Thank-you!!! 👍

[intrepide]

Thank you for this simple method of applying GTD in Outlook & To Do. Like a poster below, I've set up Quicksteps to categorize and archive. Simple is beautiful!

I "clarify" the next-action tasks (to use GTD lingo) in To Do, using as few hashtags as possible for contexts, #call #email #computer #errands #home. My preference is to have all tasks in one list for daily review/planning but like filtering by context for those "while I'm doing this what else can I do" moments.

[lkhather]

I've shared this video with only 2 people so far. both indicated it was a game changer. One thing I need to combat now is managing the To Do App. I have problems finding the tasks I need in my rather large list of tasks.

[lucindapow]

Hey! Love ya vids thanks for helping getting us all organised! 😊 quick q’s - how do you maintain organisation within archive - or you trust archive search totally? I’m nervous about the one (archive) folder when I manage many portfolios and projects. How will I find things if I can’t remember who sent or the exact terminology? Had folder system previously. Thanks!

[badda_boom]

can you actually believe I had scheduled sometime to implement such a system :D I opened youtube to find some music to listen to and saw this video :D :D :D amazing!

[jaimeheap]

this is great. Am going to give it a go. One question re the daily planning...when going through your waiting fors category list, is there a way to see whether or not the person you have delegated the task to has replied to your email? I'm just thinking that with lots and lots of emails each day, it might not be easy to remember if the person has replied? Would you just do a quick search to see? Or would you suggest using conversation view (that said I often find conversation view tricky to follow/find emails)...this same question applies when going through the next task category list too...any tips would be appreciated - cheers, J

[alangray]

Great advice! Can you access the daily planner through Planner in Teams?

[russellmccutcheon]

This is the GTD Outlook & To Do Video I've been looking for (waiting for)! Thank you! Question: you are dragging items into the To Do pane, and lots of people suggest using flags. Can you offer suggestions on drag vs. flag, pros and cons?

[zqremtt]

Going to give this a try. Just wondering if there was a reason you drag emails into the To Do pane rather than just flagging the email?

[aguerrant]

Great video and I have deleted my folders, set up categories, and started to use the archive feature. I have resisted the new outlook for many reasons but I am willing to try it. Do you have a way to clean up our inbox folder to delete previous emails since Microsoft removed that feature from the new Outlook?

[TateSpirit]

Can you create a video on how to setup the email signature the right way? There are too many issues while the email jumps from one device to another and the email signature logos get messed up during the communication, some even become attachments to the receiving party.

[marybaker]

❤❤ absolutely love David Allen!! Yay!!

[Orilles]

nice video, thanks. also for the insight in your routines. how would you sort mails concerning an existing tasks together. like tasks that go on for a week or two and have multiple people involved

[keithheavey]

What tips would you give to someone who is stuck at that point where I have left emails as To-Do’s (low priority stuff) to get around to eventually just gather and gather now I am swamped in the stuff and it’s mixed in with just everything else that’s simply CC material. To implement a system I would need to clear that inbox but that would takes ages !

[TheBananisen]

Brilliant😊. How would you treat when you get cc or bcc emails? I would concider them as nothing for me TODO but very often the sender does not use the same "house rule"..

[NunoLima]

These categories, workflows and some help from QuickSteps all look like nice improvements to how I do things - thanks.
One thing I'm not getting just yet: Could the Tasks in To-Do appear in that Kanban view of Planner that I can access via the web? Maybe I'm overcomplicating, but I'm thinking that tasks that need working on for longer than 1 day should go to the Planner rather than just stay in the To Do list.