Tag Archives: Task Management

Handwritten notes to Tasks

OneNote works well with a stylus to capture handwritten notes. But did you know that you could convert the Handwritten notes to Tasks? Here is how.

Handwritten notes to Tasks in OneNote

Select the handwritten note (click, touch, lasso select). Right click (extended touch) if required. From the toolbar open the Outlook Tasks dropdown. Choose the deadline. Choose Custom to enter specific deadline and / or delegate the task using Assign Task option. That’s it.

Handwritten notes to Tasks - Toolbar

Now go to Task folder in Outlook and check the Task entry. The handwriting is automatically converted to text. The reference to the original handwritten item in OneNote is automatically embedded. Do not delete it. This reference helps Outlook mark the equivalent action item in the OneNote Page as complete.

Handwritten notes to Tasks - shown in Outlook

When the task is marked as complete in Outlook, the equivalent task (handwritten text) in OneNote will be marked as complete automatically (a green tick mark).

Handwritten notes to Tasks feature works with Desktop version of OneNote. This is an amazing example of integration across the Office platform.

For learning more about OneNote read these articles.

Rainbow

How to manage a Teamwork with OneNote Tags

You are working with an external agency on a project. There is a simple to-do list to be executed. There are three people involved. We want to keep track of who is supposed to do what and the status – pending or complete. Here is how you can do it using a shared OneNote notebook. Of course, OneNote does not provide any reminders. But it can help in time-sensitive situations everyone is actively monitoring the task list.

The Solution – use multiple OneNote tags

Create the task list. Put a To Do tag – which is just a textbox. But wait. We have different people responsible for each todo item. So we need checkboxes which LOOK different – one per person. The default checkbox is right on top of the tag list. But down below there are more… Use the Discuss with <person> and Discuss with Manager checkboxes to identify the person responsible.

OneNote Tags     OneNote Tags

You can also create custom icons. Inform each person which icon indicates their work and that’s it. Whoever finishes the work marks the related checkbox as complete. Page History will show who did what when.

OneNote Tasks

Try it out and let me know if it works for you!

Arrange meetings with yourself = Time Management

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This article is a part of a series about proactive work management. Please read the following articles before reading this article so that you understand the context clearly.

  1. The Outlook paradox: Are you helping others at the cost of your own work?
  2. Tasks folder is your best friend!
  3. Never delegate work using email: Use Outlook Tasks
  4. DO NOT flag mails for follow up. There is a better way…

Recap

  • You must proactively plan and execute your own work
  • The best way to keep track of your work is to create tasks in Outlook
  • Delegation and monitoring is best performed using Assigned Tasks
  • Work sent to you by others by mail should also be converted to Tasks
  • Finally, we have a long list of tasks which is clearly demarcated

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Now you clearly KNOW what is the pending work. This is a great start.

The next step is to ensure that the work is done on time. Let us see how…

The problem: lot of work but no time to do it!

Time is already blocked in meetings – most of them called for by others Steaming mad

Solution? Find time to do the work.

Exactly how?

Tasks + Calendar = Execution

Very easy…

Open Calendar – ideally weekly or work week view

Right click on Task folder and choose Open in New Window. Change the view to Active Tasks.

Make the Tasks window smaller so that you can see the tasks and the calendar together.

Drag a task and drop it on the calendar. Choose the date and time which you feel is convenient.

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We know the expected duration of each task (we created a special column for it). Adjust the duration accordingly in the calendar. If you do not see the Duration column in this view, go to Field Chooser and drag-drop the column once. See this article for details.

Good news: Now everyone knows that you are busy Smile

Do this for as many tasks as you can…

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This is called Time Management!

Few more things

When you drag and drop the task to calendar, there is NO linkage between them.

Just creating a meeting request does NOT mean that you have finished the task in the allocated time.

When you finish the task, you must mark it as complete MANUALLY.

This method works! Try it! Share it
Let me know your thoughts…

DO NOT flag mails for follow up. There is a better way…

This is the fourth article in a series about managing YOUR work using Outlook tasks. Flag mails for follow up is a common action. Unfortunately, it is not a very efficient way of handling and monitoring work delegated to you by others using an email.

Please read these three articles before you read this one for a clearer understanding of the thought process.

  1. The Outlook paradox: Are you helping others at the cost of your own work? : 2 Feb 14
  2. Tasks folder is your best friend! : 3 Feb 14
  3. Never delegate work using email: Use Outlook Tasks : 4 Feb 14

Recap

  • Till now we have seen that we must focus on our work proactively.
  • The best way to do that is to put your own work in Task folder
  • Delegation is also best performed by using Outlook Tasks
  • In short, Task folder is your work execution engine

What about work which others ask you to do?

These requests land in your inbox. Immediate reply is not expected – the sender wants you to do some work and usually there is a deadline.

What do we do in such cases? We just flag mails for follow up. The red flag is the default.

Why not flag mails for follow up?

If you were not using the task folder as described above, that flag mails for follow up was a good enough method of remembering (or rather, trying to remember) pending work.

But now that we have all our work nicely organized in the Task folder, why do you want to monitor two different places?

It would be much better to CONVERT such mails to Tasks.

How to convert mails to Tasks?

Drag the mail by pressing the RIGHT mouse button and drop it on the Task Icon (or Task bar).

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Right drag drop does not do any action – it shows you possible actions.

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Choose the last one Move here as Task with Attachments

If you want to keep the original mail in Inbox for whatever reason (to keep track of that discussion thread, for example), then choose the second option Copy here as task with Attachment

Now it is converted to the task.

If required, repair the subject line to describe the task more explicitly and add the deadline. Save it.

The benefits

This approach is much better than flogging the flags Winking smile. Here is why…

  1. Flag actually means Flag for Follow Up
  2. Clicking on the flag means makes it dark red color – which means DUE TODAY
  3. Tomorrow it will be shown as delayed. In reality each task may have a different deadline. But we never right click on the Flag to choose the appropriate deadline – defeating the purpose.
  4. Soon you will have so many flags that even sorting on them requires you to scroll multiple times – leading to confusion rather than faster execution
  5. When you finish the work related to the flagged mail, you are supposed to click on the flag – which marks at as done. We almost never do that (guess why!)
  6. Due to this, sorting on flags gives you a false sense of pending work
  7. Finally, flags do not have sophisticated features which tasks have – like the reminders, % complete, ability to delegate, grouping, custom fields like duration and so on

In short, use Task folder. DO NOT use flags – however “comfortable” you are with them.

Delegating work which was delegated to you

You got mail. It was delegated work. You converted to task. But you realized that you are not the one who is ACTUALLY going to execute it. Someone else in your team will do it.

No problem.

Right drag drop to convert it to task as shown above. Specify the deadline and choose Assign Task to delegate it to the person concerned.

Of course, you are still responsible for getting it done. So you will have your copy of the task to monitor execution. But you have delegated it to the right person now.

Best of both worlds!

Color coding work delegated to you

Now you have three types of work in your task folder

  1. Tasks you have created yourself – your own work
  2. Tasks which you have delegated to others
  3. and Tasks which others have delegated to you (which we just covered)

It is important to visually identify the third type of tasks because the task icons for 1 and 3 is the same.

How to do this? Simple… use Color Categories.

Create a color category called “Delegated to me” or DTM for short if you like acronyms.

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As soon as you convert a mail to task, mark it with that color. This way, you can prioritize the work you do.

Now you can clearly see three types of work.

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  1. My own work
  2. Work delegated to me by others
  3. Work which I have delegated to others

If you have limited time – obviously you will give more importance to your work rather than work delegated to you by others!

When should we use the flags?

There are three scenarios where you SHOULD  flag mails for follow up.

  1. While using mobile devices
    Most mobile devices do not allow mail to be converted to Tasks. Therefore, if you view such a mail on your mobile phone, Flag it temporarily. When you are back to full version of Outlook on the PC or Laptop, convert the mail to task.
  2. Ad-hoc, temporary prioritization
    There are some mails which are lying in the inbox and you want to take immediate action. However, you are not going to initiate the action at the moment you saw the mail. This is another place where you can flag it. It just indicates that the task is immediately due. Execute it and then remove the flag or delete / archive the mail.
  3. Important mails which you want to filter quickly
    Most mobile devices provide a filtered view which shows Flagged messages. For example, flight tickets, movie ticket QR codes, some important mail you want to quickly refer to during a discussion or read while traveling. These mails can be flagged. This is just an identifier and does not in anyway indicate that the mail is a task.

Try this. Teach this to your team. And let me know how it works!

Of course, there is a minor problem still pending…

What have we achieved so far? Just created a very nice list of work to be executed. Now we need to find time for it and then execute it on or before the deadline.

We will solve that problem in the next article…

Never delegate work using email: Use Outlook Tasks

This article is specific to Outlook and Exchange. Task delegation may not be available in all messaging platforms.

In order to understand this article, you must read these two articles first.

  1. The Outlook paradox: Are you helping others at the cost of your own work?
  2. Tasks folder is your best friend!

Best way to delegate – use Outlook Tasks

Here is how you delegate work.

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Go to the Task folder and Create a new task.

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Specify subject and due date. Click on Assign To

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Specify name of the person and Send

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A copy of that task is now kept in your Task folder as well

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The icon for this task is different. This way you can differentiate between your own tasks and delegated work.

Remember to monitor these tasks and follow up if there is a delay.

You can directly create a Task Request by choosing this menu item. It is a good idea to add it to Quick Access Toolbar – because you are going to use it frequently.
Right click on the item and choose Add to Quick Access Toolbar.

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What happens at the other end?

The other party receives it as a Task Request – with Accept / Decline buttons.

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When the person clicks on Accept, it becomes a task in that person’s folder automatically.

When she marks it as  complete, you get a notification in your inbox.

When you open the notification, the equivalent task in your task folder is also marked as complete.

Press Escape to close the notification… it destroys itself so that your inbox is not cluttered with such notifications.

Management Principles >> Technology

Only ONE person can be delegated work to using this method. This is GOOD because it makes that person accountable.

Multiple level delegation is allowed. But one person at a time.

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Last person in the chain is responsible for execution. When she updates the task, everyone up the chain gets notifications and updates.

Viewing tasks by person responsible

Your tasks and delegated tasks are mixed up in the Task folder.

The solution? Change the View to Assigned

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Now you can see only delegated tasks. A new column called Owner is added.

Right click on the Owner column and choose Group by this column.
Right click on the column header for any person and choose Collapse Allall column headers to view a concise picture of whom you have delegated work to…

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Open the group header to view pending tasks at a glance by person responsible.

Share this with everyone in the organization

If everyone uses this method of delegation of work, the execution speed will double instantly across the organization. Try it.

Best is to start top-down!