Presentation present to client's staff after hearing they were overwhelmed with email. Just some quick tips and methods to gain control over MS Outlook

1. MS Outlook: Improving Efficiency and Workflow Broad Street Interactive Declare Inbox Zero

2. Keep your inbox clean. Use the “Touch it once” method. -Make it a rule that your inbox must be empty before you leave. Creating folders and rules can help you keep your inbox clean. How you create these folders is up to you. Whether you prefer to save items by Subject or Archive them by date, getting items out of your inbox helps you improve your efficiency. If you cannot take action on an item when you open it, mark it as unread or create a “task” if action is required.

5. Creating folders is a great way to file emails you really want to keep. But ask yourself? What do you need to keep? Why are you keeping it? If you don’t need it…DELETE IT!

6. Rules create order from chaos. This holds true for MS Outlook as well as for life in general. Creating rules in Outlook can direct emails to folders and keep your inbox clear from clutter. Create a rule from a template or from scratch In the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.), click Mail .

8. I have nothing to hide! My calendar is available for all staff to view. Let’s look at it Use the “Open a Shared Calendar” to see my calendar. Use the “Share My Calendar” to share yours.

9. I keep the calendars of people I interact with the most available in my page view

10. I won’t meet with you if it isn’t on my calendar. Did you know you can print your calendar out on paper sized to fit your planner? To print your calendar for your planner, Go To > Print > Page Setup > Select Paper Tab > Scroll through “page size” > Print

11. Schedule a meeting. Schedule a location. Set recurring meetings and appointments Tip: Block out time for “Office” or “Lead Generation” or “Return Emails/Phone Calls” on your calendar.

12. Tasks can be yours or assigned to others or others can assign them to you. They should never turn red, though. OOPS!

13. What needs to go in a task? Make it clear what you need and the deliverable and when you expect it. If you accept a task. It’s yours, baby!