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Posts Tagged ‘Productivity Articles for Outlook Users’
What’s a PST File and Why Should You Care?
Do you use Microsoft Outlook? If not, you can stop reading now. But, if you use Outlook for email, or your calendar, or anything else, this is important information that you’ll want to know. PST is the extension of the file that contains all of your Outlook data, and if you’ve got anything in yours, you should back it up. Click on the 4 minute video below to learn more about the file and how to back it up and ensure that your data is safe. Thanks for reading!
Do You Need a CRM?
I was at a meeting recently and my table-mates started a discussion about contact management solutions. I hear this often. People need a tool to manage their contacts, so they begin to consider ACT or other CRM software. The bigger question that people don’t consider is that of a productivity management solution, of which contacts is just one part. People try to solve the problem of contact management with a complex CRM solution, when they don’t even have a good system for calendaring, email, or to-do lists.
If you are considering a contact management solution, I suggest that you look at it within the context of your overall productivity, and to me this includes 5 things: calendar, projects/tasks (to-do list), contacts, notes, and email. For more on this, read this post.
I often recommend Microsoft Outlook for PC users. This is not because I am a fan of Microsoft. I am not. But the reality is that Outlook is powerful, virtually free (practically everyone has MS Office already, of which Outlook is a part), not particularly complicated, and syncs well with most handheld devices. However, one problem with Outlook is that some of the “advanced” features are not obvious, and many people miss them. This is especially true with the “contacts” section of Outlook. And I am not referring to Microsoft’s new Business Contact Manager. BCM comes with Outlook 2007 but you don’t have to install it. I suggest you don’t. I find it unstable and unnecessarily complicated, and there is very little that you couldn’t already do with contacts.
Most people don’t realize they already have what they need in Outlook. This was certainly the case with my table-mates at the meeting I mentioned. So this situation inspired me to create a short video on some of the features of Outlook Contacts that you may not have known were available to you. It’s below. I hope you find it helpful. Thanks for reading!
Mastering Control Over Email & Twitter, Step 1
The secret to personal productivity is mastering control. You need control over the information you receive on a daily basis, control over the tools that bring you that information, and control over your own behavior. If you can master control over these three things, you will be the most productive, and the most relaxed, all the time.
The biggest thing I hear people struggling with lately is communication. There are so many ways to receive information now that it’s having a real impact on how people think about their personal productivity. So to learn how to control communication, you need a good process. And by process I mean a real, step-by-step, I-could-explain-it-to-you-if-you-asked, methodology. Taking email, for example: most people’s “process” for managing email is “skim, then skip to the next one.” Does that sound familiar? You need to figure out why it is you are skipping over messages: it’s probably either that:
- you don’t know the answer
- you don’t feel like dealing with it now
- you think it will take too long
- you are looking for “just the important ones.”
So I suggest that the first component in your process be that you set aside time, every single day, to actually “process” your email messages. All of your messages, not just the important ones. During processing, start by allowing yourself at least one whole minute for each message. If you can read it in 10 seconds, and then would normally skip to the next one, allow yourself those extra 50 seconds and I’ll bet you’ll figure out what to do with it (and don’t leave it in your inbox!) The “stopping to think” is the biggest barrier to get over. You won’t actually need a whole minute for each of them, and you may need more than a minute for others. This can help to protect you from the urge to check your email when you don’t really have time. The same is true for your Twitter, LinkedIn, Facebook, etc. Set aside time each day (how often and for how long is up to you, but I suggest that it should be LESS than you originally think, and you should decide how long you’re going to spend before you log in. Set a timer if necessary.)
So those are just a few things to think about to get you on the road to an actual process for dealing with information, so that you can master control over it. Tomorrow, we’ll talk about step 2: mastering control over the technology. If you have comments or ideas you’d like to share, I welcome them.