FOR IMMEDIATE RELEASE
April 24, 2012
Contact: Elizabeth Hall, Senior Web Editor
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Admins' Secrets for Tracking Assignments
Falls Church, Va. — Business professionals use Microsoft Outlook on a daily basis. They can answer emails, keep their appointments and calendars, and save their files in various folders. But is it possible for professionals to manage their entire workflow with Outlook?
“Clearly, Outlook is for more than managing email and appointments,” says Microsoft Certified Trainer and Business Management Daily blogger, Melissa P. Esquibel. “Use it to organize your entire workflow.”
Here are 4 secrets to staying organized and on top of all your assignments in Microsoft Outlook suggested by administrative professionals:
- Use Outlook to trap tasks and create a visual reminder. It’s easy in the craziness of a typical workday to put something aside and have it get lost in the shuffle. This way, the project itself may be lost in paperwork, but Outlook will remind you that it’s there.
- Ensure all tasks are captured in Outlook’s Tasks section by responding to people’s requests for help by asking that they send it to you by email. Then drag it to the Task folder.
- Utilize start dates and priority rankings to sort tasks. “I also color-code my tasks, depending on what they are about—fleet management, travel, admin, etc.,” admin Katy says. I find that this helps me keep track of who asked for what.”
- High-tech tracking isn’t the only method, though. Administrative assistant Lisa writes down to-dos in a notepad, along with the day’s date. Before turning the page to add new tasks, she flags any unfinished tasks on the current page. Once she completes everything on a page, she adds a check mark in the margin at the bottom of the page. All notepads go in a box, each with a start and end date written on the front. Review tasks at the end of each day, so you can prioritize to-dos for the next day. That way, when someone adds a new priority to your workload, you’ll always know what can be moved around.
“When you understand the ins and outs of calendar and task items, you can use them to more effectively control how you spend your time, report your time, and track team member tasks to ensure on-time performance on projects,” Esquibel concludes.
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