C. Fraser
How to replace your Post-it notes with a system
I am often asked in our time management course what to do with all the post-it notes and little reminders that litter your desk. Fortunately there is a simple solution, using Microsoft Outlook as your landing site for all your ideas, goals, reminders and just random thoughts that come up during the day.
First, let’s agree on the goal. The goal should be to work from an organized, distration-free workspace. This means that any ‘unfinished work’, which includes post-it notes, scraps of paper, reminders etc, is out of sight and organized for future reference.
First you need to set-up Outlook to view Task by catagory. This is a simple, one-time change. Open your Task list, click View>Arrange by>Catagories. This will tell Outlook to always display your Tasks organized by the Catagories you are going to set up. Next, create a new Task (CNTL+SHIFT K is the shortcut key). Enter the Subject line, Start Date, Due Date etc. And next click on Catagories (in Outlook 2003 this is in the bottom right corner, in Outlook 2007 it is a button top right on your screen. Here you are going to choose the Catagory you want. To set up your catagories, click “All Catagories”, New, enter the name of your Catagory (like: “My Week”, “Boulders”, “Future Research”, etc.). Select the Catagory you want and you’re done. Now, once you save your new Task, your list of Tasks will be organized.
The beauty of this system is that you can have all your thoughts and notes in one place. Less on your mind means more attention to the task at hand.
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