By now, we all know how to send an email. However, efficiently managing a large flow of incoming messages while maintaining an overview of other tasks remains a challenge for many people. In this session, we are happy to help you get started. You will receive practical and goal-oriented tips to work faster and more efficiently with Outlook and to better organize your overall task management.

Duration

1 day.

Course outline

The Laws of Time

• By consciously taking the laws of time into account, you can significantly increase your efficiency.
• You will learn how to achieve more results in less time.

Focus Funnel: You Can’t Manage Time, Only Yourself

• Priority changes the order of tasks, not the amount of time available. What actually creates time savings? Self-management: “Do I need to do this now?”
• Eliminate: Reflect on what you do — for each task, consider whether it really needs to be done (does it add value?).
• How do you handle incoming emails?
• Automate/simplify: Reflect on how you do things (is this the most efficient way?).
• Which workflow suits you best?
• How can you respond with as few actions/time investment/intermediaries as possible? In other words, how do you reduce time waste?

How to Handle Incoming Email

• When should you reply to an email?
• How should you reply to an email?
• Automatically?
• With a direct answer?
• With a plan of action?
• Via email or another channel?
• Which tone or voice should you use?
• How do you deal with chain emails?
• Fewer actions thanks to “Quick Steps,” “Quick Parts,” and templates

Where/How Do I Store My Email/Information?

• Folders?
• Teams?
• Archive?
• How do I retrieve my information?
• Folders?
• Teams?
• SharePoint?

Delegation: Am I the Right Person to Do This?

• Can I delegate?
• What can I delegate?
• How can I delegate?

Calendar Management: How Do I Stay in Control of My Agenda?

• What do I do and how much time do I spend on it?
• How much space do I reserve for maintenance tasks (daily work)?
• How much space do I allocate for meetings? Is my presence truly necessary?
• How much space do I leave for unexpected tasks?
• How much room do I have to proactively optimize my schedule?

Audience

Anyone who needs or wants to manage their time and emails more efficiently.

Prerequisites

Basic knowledge of Outlook.