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Set Goals and Get Results in 2016 by Using Microsoft Outlook Features (OUT261C)

Presented by: Karla Brandau, CSPPS
 
(*) Single User Price. For multiple users please call 1-800-223-8720
Pre Recorded Webinar
60 minutes
Event Description
See the sneak peek before you buy!
 

Take Goal Setting and Team Work to a Whole New Level in 2016 Using MS Outlook!

Do you feel doubtful about your future and about yourself, reason being that your goals are dysfunctional or outmoded, unfocussed? You can get yourself back in control by knowing and articulating what you need, and converting your needs to goals and then putting together an action plan.

The goal setting process accelerates professional and personal success. In this session, our expert speaker Karla Brandau willboostyour capability to meet your professional objectives, help you in achieving personal development goals, and assist you in delivering your work by the deadline by keeping track on your work with the help of a proven goal setting process.

Karla will walk you through the procedures and guide you in making a plan of action in Microsoft Outlook, complete with reminders, rather than just casually telling you about your goals. You will not need any other goal setting apps or programs - Microsoft Outlook has it all in your fingertips. Internalize every principle in this program and you'll climb the ladder of success in record time.

The process described in this webinar is extremely workable for reaching team objectives, not just personal goals. If you are a manager or team lead, register your entire team so in your next team meeting, you get every employee on the same page with a crystal clear understanding of where you are going in 2016. You can set built-in reminders, mid points, and drop-dead deadlines.  Once your entire team has implemented the principles taught in this webinar, your unit will gain company-wide recognition for completing projects on time.

Microsoft Outlook can be a powerful partner in your quest to improve your life, especially to increase your career success. Combine the power of Outlook which you open every day and use either on your desktop or your laptop with the goal setting instruction in this webinar and you can make significant strides in 2015 toward comprehensive and complex goals.

Everyone wants to work smarter, not harder when it comes to reaching life goals. This webinar gives you the opportunity to combine the power of technology with clear mental objectives. You'll experience, more life satisfaction, increased clarity and vision for the future, amazement that the process can be so fool proof and increase camaraderie when used for your entire team. By using Microsoft Outlook to implement your goals, you have built in motivation meaning the goal can be visible on a daily basis and reminders can pop up periodically to kick-start your self-discipline. Using Microsoft Outlook in your goal setting process is a win/win situation.

This is a "must attend" and "don't miss" webinar if you are intent on making major progress on your life goals in 2016 and if you want your team earn company-wide recognition. Register your entire team to enable team members to collaborate and cooperate as they head down the path toward refined and innovative products and services for the marketplace.

Session Highlights:

In this webinar you will learn how to:

  • Distinguish your important goals and sub-goals
  • Make sure what the goals mean to you
  • Add metrics in the goals that you write
  • Track every goal with a start and end date and deadlines
  • Note down action plan for every goal
  • Put reminders
  • Make use of the SMARTER goals mnemonic
  • Make tasks a goal setting tool
  • Create separate task folders for important goals
  • View goal-relevant information by adding column headings to Task Folders
  • Coordinate between the calendar and tasks to reach your goals
  • Add reminders
  • Customize your reminder windows with REAL information
  • Use the To-Do Bar for goal steps
  • And many additional tips and tricks to help you advance faster toward your personal and professional life objectives

Who should attend?

Every person who has Microsoft Outlook installed on their desktop or laptop and feel like they are spinning their wheels trying to achieve more, should attend this webinar.  If you are listed below and even if you are not, sign up today and increase your ability to combine the power of goal setting with Microsoft Outlook. You'll leap ahead of others when climbing the ladder of success.

This webinar is specifically designed for:

  • Administrative personnel
  • Team leaders
  • Team members
  • Project managers
  • Engineers
  • Managers at all levels of the company
  • Executives
  • Sales professionals
  • Sales managers
  • Customer service personnel

Click here to read Transcript

 

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Comment (S): I would now like to introduce your speaker for today, Karla Brandau.

Karla is a leading authority on personal and team productivity in workplace. She specializes in combining the power of time management with technology, especially using Microsoft Outlook as a tool to help individuals “get it all done” in less time.

She is the CEO of Workplace Power Institute, www.workplacepowerinstitute.com, and has educated managers with her proven time management and Microsoft Outlook productivity systems in companies such as Motorola, Coca-Cola Enterprises, Panasonic, and BYD America. Over 85% of the organizations who hire Karla invite her back to repeat engagements.

Karla, welcome to the program. We are now ready to begin.

Comment (KB): Thank you, (Sergei). And I’d like to welcome everyone who’s on the call today.
I am delighted that you’re here because it tells me that you’re serious about your life and you’re serious about your career, and you’re serious about the power of goal setting.

I’d like the graphic here that says – that I have on this first slide because it says set the goal, which we’re be working on today how to do that, make a plan, get to work, stick to it, and reach your goal! Because so many times we think that we’re just going to, you know, set the goal and oh, magically it’s going to happen. But no, it doesn’t because there’s – those steps in there like the planning of it, working hard on it, sticking to it before you actually reach the goal.
So today, we’re going to talk about the mental process of goal setting. And then we’re going to talk about the physical use of Outlook as a tool to help you get to work and reach your goal. So that’s kind of our agenda for today.

To begin with, I found this quote by Archimedes. And if you don’t remember who Archimedes
was, he lived in 400 BC and he’s still one of the most favorite – I’m sorry – famous scientist of antiquity.
And he said, “Give me a fulcrum and a lever long enough and I can move the world.” I thought that was a great statement and I put this visual in my mind. And so I made this slide for you.

And the fulcrum is actually Outlook. And the lever, are goals, the goals that you make. And with the goals that you make and the way that you plan and execute, then you can move the world. You can move the world in the way that you want to make it go and you can set and get those goals.

Now I didn’t quite understand the purpose of levers or how levers actually work until I took my son to the SciTrek Museum here in Atlanta, Georgia. And there was this fascinating display. There were three of the displays as you can see and it was about levers, how levers work.

And as you can see, this first – I’ll highlight it with my pointer here. The displays had 100-pound boxing bag which you can’t see in that first display but you can see it over in the second display. There’s 100-pound boxing bag on the end that each one of these ropes and then they have a lever. And the lever goes out. And see the rope there on the end of it, you’re supposed to pull that rope and make the boxing bag move.
Now, what was fascinating to me is this first display with 100-pound boxing bag had a short lever. And I could not move the 100-pound boxing bag at all. And then on the second one here, on the second display, you can see the lever was about double of the first lever. And if I jump and use all of my weight, the boxing bag just barely moved.

But this is what amazed me. The next display had a lever that was very long, probably triple,
maybe four times the first lever. And see the rope right there, I could just take that and in one hand I could move that 100-pound boxing bag. And that was an astounding discovery for me about the power of leverage.

And that’s what goals can do for you. They can give you the leverage to become what you want to become. And it would be nice if it were as easy as going over this wishing well and wishing for a
Hummer 2 or whatever you’re favorite car is or automobile and driving off in it.

But it’s not that easy. And there’s a process here. And what the process is is that you have to have time management principles in your head. Or in other words, you have to understand the mental process of goal setting because sometimes time management and goal setting are meshed together. You can’t have one without the other.

And then you have to have a tool. And we’re going to use Microsoft Outlook for our tool. Now I
can teach you the mental process and I can teach you about the tool. But I can’t give you the ability to stick to it or I can’t give you self-discipline. That’s up to you today.
So let’s dive in to how you plan and prioritize your goal. Life without goal is just – you’re just
drifting – drifting along. And if you’re just drifting, you’re probably very frustrated and seems like, you know, you have this feeling that you’re never achieving anything, never getting anything done. But with goal, you can see the future and you can get there by using the steps that we’re going to be talking about today.

And we are very lucky because part of human DNA is that you’re a goal setting person. Your psychic wants that goals and want to reach them. And that’s a powerful concept for you. And – in other words, that’s meaning that you have your full human DNA on your side when you’re looking at goal setting.

And this is one of my favorite cartoons. The little guy there said, “Good work, Ben, but I think
we need a little more detail right here.” Because it tinseled in “Then a miracle occurs.” So he’s done a lot of planning and he knows what he wants out. But he’s leaving the setting the goal - getting the goal. He’s
leaving a lot of that to chance. The stick to it is definitely not there.

So what we want to do is get to work on the whole process so that that miracle occurs. And I must tell you, the miracle is planning and prioritizing. Because management – self-management is definitely not a pass the bar, that takes a lot of work and you can see that your daily productivity and your setting and getting a goal, those starts with the envisioning. We’re going to say that’s the green part there.

So you start with goal envisioning. You want to analyze your objective to where you want to go.
And this is all part of the process that I’d like to call “strategic thinking”. It’s knowing what you want to do.

And as you know, what you want to do and as you analyze those objectives, then you have to plan. You have to plan how to achieve those goals and objectives and I call this “tactical planning”. Or in other words, you’re deciding how you’re going to do it. And you’re starting to take that responsibility. And then you can actually implement what your plans are, which will lead you to your goal objective. So, you’re doing and getting results once you’ve done through this process.

And the process works for companies and it works for individuals. On the company side, you have to have your vision, values and mission statements in place. And then the departmental goal is set your, you know, your long term objective. And then the employee – and this is why it’s important – why is it an important process for your company is that your employee can integrate the objective into their personal planning. And then the manager and employee will have checkpoint, they will have mid-point.
And then you get to daily productivity.

Now, if we were doing one on just personal planning -- go to the next slide there – you can see that the process is pretty much the same way in your personal life because you need to have your vision, your values, and your mission statements in place.

And this isn’t a webinar on that. But if you search or you Google personal vision and mission
statements, you’ll find tons of information that you can use because this is kind of – this process lets you be settled and lets you know where you’re going now in a direction – and going in a direction that will
make you happy.

Then you see that the strategic process is to write long term goal, statements and objectives. And
the strategic process is often to break those goals into specific steps. And then you put those goal steps on a to-do list. That’s the tactical part of it. And there you get daily productivity that can lead you to where you want to be professionally and personally in life.

So it’s a process that will bring what I like to call harmony into your life. Because you see when you get the values and your goals in alignment with your daily actions, that’s when you have the greatest harmony or you feel the best about yourself and what’s happening in your life.

Now goals should move you out of your comfort zone. Remember a comfort zone is where you
feel safe which is good. But if you stay safe all the time, you will never reach out and go for those goals that are in the distance. So a good goal will move you out of your comfort zone.

And notice that in this little picture that I have there, and why I like this because you see the trail going up and you see different plateaus there before you actually reach the top of that mountain. And that’s the way goals are. They move you a little, and a little, and a little at a time, until you get higher and higher, you might see the ladder higher, higher – higher and higher towards that mountain and towards that goal that you want to achieve.

Now many of you have probably seen the – this little acronym there – SMART. And I found this graphic that added ER to it. And I thought, you know, that’s really brilliant. To the SMART goal setting acronym, it adds Ethical and Recorded.

Let’s just review this so that they’re fresh in your mind. They have to specific. In other words, you can’t set a goal that was – that is “I want to be happy” or “I want to be successful”. Because how will you know when you’re happy or how will you know when you’re successful.

You need to write a goal that says what you will look like or what you will be doing when you’re happy or when you’re successful. What rank will you have achieved or what will be doing with your life to mean that you’re successful. And it doesn’t have to just be climbing the corporate ladder. It may be doing something in a non-profit world.

Measurable. You have to be able to tell how much, how many, you know, how are you going to measure that goal so you know when you’ve reached.

A stands for Agreed on this. Most people say achievable. I’ve heard that one as well. But it has to
be within the realm that you can achieve it.

It has to be Realistic for you to achieve it. And so, if you think you’re going to write a book in one month that may not be realistic. But you can make progress towards it.

And Time-bound is another element of goal setting. You have to have a date which will be very easy when I get to showing you how to use Microsoft Outlook in this process.

It has to be Ethical which is I think is so needed in our world. If you’re not ethical, you personally will not move up. And if you’re not ethical at a company, you will lose clients. So that’s very important.

And Recorded is similar to time-bound. It has to be written down and it has to have that date on
it.

So that’s just reviewing your SMARTER goal setting for you. Now remember that there are types of goal – essential, problem-solving and innovative. And in your own mind you set goals that are minimal, acceptable and outstanding. And I think this is an important concept because sometimes reaching a goal can just be minimal. But – and sometimes it’s acceptable. But at times, there are goals that you want to set for yourself where you’re going to be outstanding. And those are the ones that you should really focus on.

And notice my stream here, what this means is that, goals all have stepping stones. And as you
step from one to the other, you get to that goal.

Now essential goals will identify repetitious and necessary activity of business or personal life, either one. So in this, in the business example, we had increased the number of sales communications on a daily basis. Now you see, we didn’t say just increase sales because that’s not quite specific enough. But we said increase in number of sales communications on a daily basis. And if you were to take a step further, you could say increased by 10% or increase by 30%, you know, whatever makes – whatever makes sense to you.

Problem-solving goals are you take a current problem and you look for a more appropriate condition. So the example we gave here was reduce the number of mismatched invoices from 50% to
20% of the invoices received by the end of the fourth quarter with no additions to head count. And that’s a pretty good goal.

Then innovative goals and we’d use the example of social media since it’s not quite ingrained in all of our companies and in all of our minds yet. So you might want to increase the use of social media as a communication tool with your prospective clients or your current clients that you have.

Now many times, we’re going to experience goal conflicts. And I just want to add a little tip here. When you have goal conflicts, sometimes you have to eliminate some of them; you have to evaluate what’s long term versus short term. And you have to sequence them. And you have to decide what you can do simultaneously.

Now, when you talk about sequencing, what I mean by that is that if you are just starting a new
job, it may not be the right time to start building a new house. Or if you have – just had a new baby, it might not be the right time to start on an MBA.

So you want to sequence some of these activities in your life. And prioritizing – I’m sorry, or doing them simultaneously means that you might be able to exercise while you’re thinking or doing

simultaneously means that you’re starting an exercise project while you’re working – while you have a project going on at work.

Now the last slide that I want to show here is – and why this means something is because I want
you to go for your goals.

Muggsy Bogues was an NBA player and he was only 5’2”. And this shows him with Bill
Laimbeer. And so, if you were Muggsy Bogues’ coach, would you have encouraged him to go to the
NBA? I don’t think so. But you have to know what – where you’re going and what you want. And then as the first slide says, you have to stick to it.

So, what this picture says to me is that go for your goal. You have to evaluate them of course and
see if you’re – if they are too long a range and you can’t quite get there. But go for your goal.

Now remember that goals and project management or time management are very, very similar. So what I would encourage you to do is have your professional goals, your personal goals, project and research goals.

And then you get down to the Master Task List in your Daily Task List. And your goals are really
– they’re not going to happen until you get them on your Master Task List and on your Daily Task List.
They can’t just be sitting out there as goals somewhere in the future. They have to actually get into your daily plan.
And when you’re in the thought process of your goals, you have to think, “In order to reach my goal, I must have…” And then you keep asking, “I must have, I must have, I must have,” until you get to what I call “instant start-up tasks” or things that you can do today.

So if I want to – if my goal is exercising, I want to lift weights, then I can call Gold’s Gym for a membership costs. That’s something I can do today. And this is one of those little stepping stones in that river to get me to my goal. So you see the thought process goes from left to right. And the action process often goes from the right to the left. In other words, as you start working back through that, you get to the goal of exercise.

This is another way to look at your goal setting blueprint. You have your strategic objective and your tactical planning. And then you get to your instant start-up tasks. And remember that instant start-up tasks are what go on your daily production task list.

This is another way to look at it. If you’re more left brain, this might work for you better. But you
have strategic objectives and you set a time table for that objective. And then you do your tactical planning.

And you’re welcome to print this page out if you want or you can print the three out, either one of these, and work with them. And just say, you know, “Here’s my goal. Here’s my strategic objective.
Here’s my tactical planning.” Because remember the tactical planning is down to the instant start-up tasks that go on a daily task.
So as you can see, planning is not complicated but it is tedious. And that’s why the temptation is so strong to avoid it. So what we want you to do today and hopefully, you know, we’re not in January anymore, we’re into February. And hopefully, you’ve been thinking about things that you really want to get done this year and that’s why you’re on this call.

And so, as we talk about that, now we want to be able to use Outlook features to help you organize and plan how to reach those goals. And by the way, I like this little man standing there with the money in the hour glass because when you make goals and you reach them, it’s really like money in your pocket and it’s like reaching the top of that mountain. And it’s something that just makes you feel so good about yourself and who you are when you have a goal and you can check it off like you did it.

Now, what I want to do is go through some of the features in Microsoft Outlook that will help you. We’re going to go into Tasks first and we’re going to show you how to give them their task folder. And by the way, as we go into this Microsoft Outlook, you’re welcome to toggle back and forth or if you have a second monitor set up, use that so that you can actually practice some of this approach because I’m going to take you to a couple of PowerPoint and then I’m going to take you right into Microsoft Outlook so you can see how to use it.

So we’ll be going through the Tasks in planning complex projects. Now you give them their own folder. We’re going to show you how to open different Views and we’re going to work from the Details
Views. Then we’re going to show you how to prioritize using Low, Normal or High which correlates to the ABC scheme of prioritizing.
And we’re going to show you how to Remove all Sorts. When you Remove all Sorts, you can move a task anywhere you choose on the Task List. So let’s go over to Microsoft Outlook and we’ll just
go through those features and then we will come back to the PowerPoint.

You can see here that we’re starting with Outlook today which is a great thing from a goal setting standpoint because it also helps you look at long range thing because you can see Task there but you can see what’s coming and that’s an important – an important point when you’re trying to reach your goal is you want to see what’s coming so that you can get prepared and ready for it. So I like the Outlook today
feature there.

We’re going to come down and go to the Tasks as I said. And when you go to Tasks, notice that –
let – there’s a To-Do List, which we’ll talk about in a little bit. And you also have a To-Do Bar. But right now, I’m going to take the To-Do Bar off. I’m going to – if I can get this mouse to work there, we’re going to take that Tasks off now. And we’re just going to be working with the Tasks because there’s a
difference in a To-Do List and the To-Do Bar.

Now Tasks – let’s just open a new Task here. We’re going to just (funnel) this Test. And when
you open that new Test there, you can see that there’s a lot of different features that Tasks have that can be beneficial to you. For instance, you can put your subject in, you can put a start date in, and you can put a due date in, you can put a status of started. I like this one because it has In Progress, Completed or Waiting on Someone Else, and Deferred.

So, you have a status there, you have the priority that you can set, and you can also use a % Complete. Of course you have Start Date and a Due Date. You can also set a reminder. When you set a reminder, I’m sure you know how to do all of these clicks. But I just want you to understand that they’re also available in Tasks because I have found that a lot of people use Microsoft Outlook mostly for email and they don’t get in to the Tasks feature. But the Tasks feature is extremely important for you if you want to set and get your goal.

Now the main thing that I wanted you to understand about this dialogue box here is that you can use this plan and so many times I get staff because I want to say, “Oh, you know, see I have to go out to Word to set that or whatever.” But I haven’t – I – you can just do it right here in Tasks. You don’t have to get out and go in to another – you know, you don’t have to go out to another program.

Now if you do need to, look at the Insert tab there. So your cursor is down here and then you click on the tab that says Insert. And if you need to, you can go out to Microsoft Outlook and you can attach an item to this.

So we could go out and we could find something – let me see here. Well, let’s just do – I’m down to – scroll down here to something. Let’s just say we’re going to put this one in. And so, when you’re putting that in, you can also insert it – oh, let’s pull this down just a little bit here. You can insert it as of
any file from those but you can also insert it as a hyperlink or you can insert it just as it is there.

So you can insert different things. And notice also that on the Insert, if you’re working down here, you can insert a table. And you can also insert in Excel spreadsheet. So I think you can see how powerful it is to get into Tasks and work from the Test. Notice that they also have you SmartArt in your chart and things like they have in PowerPoint.

So there’s a lot of things that you can do in Tasks here that are absolutely amazing to use. And
you can also insert your date and time which is a feature that I really like.

Okay. Let’s – I guess, we’ll just save this. This is for the purposes of – just for our purposes here
so that we – we’re going to X out of that.

Now, when you’re looking at this, there’s a couple of points that I need to make about Tasks
because if your main task here, notice that they are sorted by subject, you can trust them by subject, but they go in and when you sort them by subject, they’re alphabetical.

Now, when they’re alphabetical, it makes it tough to find things in – when project, unless you’re very, very careful about what you are – test what you were putting in at the Subject line for them. You have to put the same thing in.

For instance, if I wanted a test that if the PGY project, then I would click here and I would have to put DFDY in order for that to show up in the – with your subject there. So, when we do that – and we will put some X’s there for test.

Now when we enter that, you can see that it shows up together. What I’m trying to say here is that tasks need to be grouped or when you’re reaching your goal, the task that belong to a goal need to be grouped together. And you have to do that alphabetical by the subject unless you go over and you make a separate task for it. And how you make a separate is right clicking and you say New Folder. And in the
New Folder, then you name it. And we’re just going to put TEST in here. We’re going to say OK. And notice that it shows up here.

Now, interestingly enough, you can move this TEST. See how I can move that up all the way
with – to the right first one if I want to. And then in this process, you can see that all of the tasks for that – all of the task for that certain project are grouped together. So client request, we don’t have anything in there but we have the BGY, we can have test in there, we can – test and the client. And you don’t have to do the subject by the starting – you know, alphabetical by the subject line.

Now the other thing I wanted to show you is that when we look at the categories for Test, and for
all those categories for goal, you’ll notice that we had in there your professional goals and your personal goals. And that’s why I think it’s important for you to be able to make these different kinds of Task List.

And so you have your professional goals here which might be get a new project, product to market by June, have meaningful employee reviews, finish redoing employee job descriptions, whatever it might be, and then you have a new product launch here, reach yourself quota.

And then you come down to your personal goal. That might be exercise three times a week, get a
credit card’s off, quick trip to San Diego, train for a marathon, whatever is in there. And if one of your goals are substantial like write a book, then you need to make an interview list by the (genre and by the) outline.

So this kind of gives you the idea of what you can do with these Tasks. And when you get in to project management, look that you can have a project but you’ve named them Project and you’ve given them a number.

Now, this is important as well because if you’re working with a team on this project, then they
can put the project in a number in their email and that will make it easy to go into that project file. You can move it in there automatically.

So that’s kind of the basics of using Tasks there. Let’s go back now and I wanted to talk about giving them their own folder showing you how to use a note section to plan and how you can insert different items.

Now I want to talk about some of the Views that you can see. So if you go to View – here let me go to View. And in the View window, you can see that you have changed View and View Settings. Now Change View, there are all of these Views so you can see how valuable tasks from Views. You can view them as a Detailed Task List, as a Simple Task List, which I tried to keep just a few things in the Simple Task List. You could just have a running list of everything there.

And you can also, as you look at the Views, have just a Flag item, just the high priority item, the Active. If the Active is going to work, you have to have a start date and a due date on it. And you can also have a Completed, and you can have one that says The Next 7 Days. And you can also see the ones that are overdue.

Now, a feature that we have in past is that you can assign. And that takes a little bit of practice for you to be able to see how to assign task and – because you can assign the task. And the person who is receiving that task has to accept it or it will not work.

So, we’re going to work from the Detailed View today. And in that Detailed View, there’s a couple of different things you can do. If you see the View Settings, one thing that I need you to do and each one of the Views have to be set separately. So I want you to come down to Other Setting. And in
Other Settings, use Compact View is probably marked for you unless you’ve changed this already.

I want you to unclick the Compact View, and then it will go to “Always use single-line layout”. And what that does for you is it makes it possible to see all of these column headings no matter what’s happening.

So, all the column headings are showing. Then it also makes it possible for you to change those
column headings. But let me get back to the prioritizing first.

In this column, you can – when you have the priority there, you can come down and if – just a very narrow column, but you can click in that column and then it will put your prioritizing symbol in there. And I think that a good – a good feature for you because in the prioritizing there, if exclamation point is showing that it’s High priority and then the down arrow, if there’s nothing there it’s Normal, and
then the down arrow is Low priority.

And so, what we’re seeing her is that relates to the ABCs that you had – if you took a Time Management class and they taught you how to – and they taught you how to prioritize using A for High, and B for Medium, and C for Low Value, then D will correlate to that.

So, you can choose those. I wanted to show one other thing with the View. If you go to View and you come to View Settings. You see this is Sort By, and we’re going to put “None” there. And when you do “None” and click OK, then you can move your items up and down on the list at will which is pretty good because some people will work from due dates and some people will work from the – if it’s higher on the list, then that’s the most important task you have to do that day or most important task to complete.

So you have two ways that you can look at setting this Task, either by the due date which you can pick your column and click on that as well, or you can sort them by the High priority there. And you can sort them by just moving them up and down. Now, that’s not going to work because we just change that we sorted by the columns. So once again, I’ll show you how to do that if you choose to use that.

You go to View Settings and come down to Sort By. And then you want to sort by none. And when you sort by none, then this will go up and down on your list. You can move it anywhere you want
to.

So, the next thing that I want to show you – let’s go back to the PowerPoint for a minute here. Because I want you to teach you – I want to teach you how to customize the column headings. And remember, you have to customize each View. Even when we get to the To-Do Bar, you have to customize
that.

So what you will do is click right in that area. And then you will use the Field Chooser to customize your field. Your right-clicking get your Field Chooser. And then you have all kinds of fields that you can choose. And what you do is you just click and drag that up to your column headings. You can also go to Add Columns, and then you can go down and find the different column heading that you want, and you click Add and it will go into the right-hand column. And then you, of course, can move those up and down as well.

So let’s show you how to do that. You come up here to this line. And you go to Field Chooser.
And when you’re in that Field Chooser, you can look at any of these fields and you can move them to your Subject heading.

So let’s say that we want to know what company this. Let’s just move that up there. And if you have company in there, I don’t have – didn’t have any companies. So, let’s take that out. But you can see how easy that is to change all the information that you’re getting. Let’s put the start date up there. And remember, if you’re going to use some of the Views, you have to have a start date and due date in there in order to see what’s happening. But this gives you a good clue about starting and finishing this.

And you can also have – this is the % Complete. And you can see who owns it. Who owns this is important if you are going to use the Assign Task feature because you can this as Assign to (Nancy Fife). But (NASEPA.com) which is the company that I’ve set up for, you know, just to talk about. And then you have a date completed. I’m going to remove that right now because you can also complete it or here you can show that it’s complicated. And it will go to your complete file. I’ll show you how to do that as well.

So customizing your column heading is just an easy thing to do. And as you see in here, when you’re doing – let’s go to the View again. And notice here, this is where your Add Column is.

So let’s get rid of your Field Chooser now because the Field Chooser is just a right-click Field
Chooser. And if you don’t like the column, remember that it’s so easy to get rid of it because you just right-click on that column and you say, “Remove this Column” and it’s gone. So don’t be afraid to play around with this.

Now, let’s go to View again and see Add Column. And this is the way the Add Column is working. The one thing that’s interesting here is that you have all of this different, you know. You can choose Document field, whatever you want to go up there, Contact field. You can just pull those over.

Most of what you need though is going to be in your Frequency field. So we’ll just stick with that. And then you just go like Assign to, if we want to add that so over here in Assign to. And it shows up in these columns. And if we want to change the order, we’ll put it in like this. And then you can see that the Assign To is right there but I set it up for you.

I hope that’s enlightening for you. We haven’t talked about Category but that’s very important piece of what we’re doing as well when it comes to this. Let’s go to our Subject here. Let’s go – let’s find one of these – call (David) here. Let’s that up. And notice that this is where you categorize things. And categories work through your Calendar, as well as in your Contact, and also in your Tasks, and also in your Email.

So you can set them up. I would come down to all categories. And then you see that you can name them. And you can rename them. You have all of these different colors that you can use. And then, when you’re working with them, when you’re in your – here, you can have the categories and you can
sort by the category as well.

So that’s just another way that you can work with your Tasks as you set these goals.

Now, one thing I want to go through before we kind of go into some of the other aspects of your To-Do Bar and of your Calendar is that I want to show you how to – let’s see, we did the Add Column. I want to show you how to remove that Completed task from View because if you’re working with this and you’re checking off your different tasks, then it’s going – you’re going to have a lot of tasks, a ton of tasks. And they’re going to be completed. And when they’re completed, they’re greyed out.

So you want to go to View Settings again and you want to go to Filter which is off then. But we’re going to go to Advance and we’re going to choose a field which is Date and Time field, and then Date Completed.

And when you do that – then when you do that your – you can put it in so that it’s okay that when you click OK there then your Date Completed will not show up your – when you’re completed that won’t show up.

So let’s go over to – let’s go to our View tab and come down to View Settings, go to Filter. And when we go there we’re going to go to Advance. And you can see that I’ve done this several times. But what you’re looking for is your – what you’re looking for is your Date and Time field, Date Completed. And you want there – you’re going to have to scroll down and find does not exist. And then you ended the list and you click OK, and you click OK again.

And when you have done that, then when you check one off, it will go to automatically - let’s go back to Subject here. And when you click on it, it will automatically go to your Completed – let’s see here – it will automatically go to your Completed Task.

So I am going to see if I can see why that is not quite working there. Okay. Let’s – for some reason that’s not clicking on there. Let’s go back and look at the To-Do Bar.

Now in your To-Do Bar, the To-Do List, the Tasks and the To-Do Bar will work together. And when you put something on the To-Do List, I thought the To-Do List and the Task and To-Do Bar were the same thing. But the To-Do List is different.

The To-Do List is anything that you click anywhere in – or that you Flag anywhere in your program, anywhere in Microsoft Outlook is going to go on your To-Do List. And the To-Do List and the To-Do Bar are the same thing except you see them in different ways. You see the information in different ways. Tasks is different. Tasks are what we’ve just been in and what you’ve been setting up.

And so, as we look at this, your To-Do List, your Task, and the To-Do Bar, I will show you how to use those and how to customize the columns and the To-Do Bar, which is just like we did in your Task.
And I’ll show you how to set up the To-Do Bar so that you can work with it. And there’s some benefits of the To-Do Bar too when you’re in here.

So let’s go to – here. Let’s go to our Calendar because this is where the main benefit is, I think.
And you have – let’s go to the Tuesday. Actually let’s go to the 19th because I have some things set up in there for it. So we go to the 18th – 19th, I’m sorry. And then we go to View. And we’re going to save to
the To-Do Bar. So we have the task.

Now notice in that To-Do Bar, you can show the Calendar and you can also show people. Now because of the size of the screen, I’m just going to use the To-Do Bar. So I’m going to take off the Calendar and I’m going to take off people. And so I’ll just have to hide the To-Do Bar.

Now, the reason that the To-Do Bar is important here is because the – it shows no matter what
folder you’re in, so what this means is is that if I’m working in the Calendar today and it – and I’m working to my day because I have some unique ways to use Calendar. But let me finish the To-Do Bar
first.

When you’re working in the Calendar and you’re going through then you can see the task that you have planned over here. And by the way, in the To-Do Bar you can see that the Flag is – note, we have some here that are no Due Date have been flagged. In theory, if you flag an item and you don’t give it a To-Do date, then it is a Master Task List item or it would be a goal item that’s down the road that you’re not quite ready to tackle yet.

But if you put a date on it which has power, then you would either Flag it for today or you would put a date on for tomorrow. And those powerful thing about Microsoft Outlook is that you can give them date. So if I want to put a date in there, I just come over and I say, “Well, I’m going to put that down on the 19th.” And so, it automatically go – when you’re finish with that it will automatically go to the – down to the 18th.

So, now when we’re doing that, you can see I want to show you that it shows up – the To-Do Bar shows up in the Inbox. And we’re going to put the To-Do Bar on. And that’s the power because if you’re
working from that list on the To-Do Bar, then you’ve automatically have it front of you all the time.

Now, the other thing I wanted to show you with the To-Do Bar – let’s go back to the Calendar
because it’s easier to see that. In the To-Do Bar – let’s go to the 19th here. Click that. Notice that you can
make it as big as you want there. Move it back and forth.

Now, in this Task Subject, remember that you can put different icons in there because it’s the same way. You can do the Field Chooser and you can come down and pick priority if you want that.
Here’s the priority and we just put it in there so that you can keep your eye on what’s happening there.

And you also can do the Completed. Let me see. If we can get the Field Chooser here, we’re going to put Complete in there. And when you do the Complete and you check on it, then it will disappear, and it goes to your Completed list. So that’s how that – how the Completed (info works) there.

Okay. Now – so what we’ve done is we’ve shown you the To-Do Bar. And let’s go back to Task there so can see the difference in the To-Do Bar. And then I want to spend the last few minutes reviewing in the Calendar with you and try to tie together with everything.

So you see the To-Do List there. It shows you everything that’s been flagged anywhere. You can also have a category on that and go to Tasks. And what I think is important for you to understand is that breaking down your goals and putting them in this Task folders and understanding how to work through these features that I’ve been teaching you is how you get concrete help in reaching those goals that you have.

Let me go back to the PowerPoint for just a second here because I want to show you how the
Calendar and the Task work in tandem with one another.

So what you want to do once you’ve done your planning on yours goals and when you want to reach them, and by the way, it works similar if you have a project management – if you want to use this as a project management tool where you transfer your goal, your mid-checkpoint and deadlines into your
Calendar. So yeah, you have a due date that’s sitting in your Task.

But then you come out to your Calendar and you put in your Calendar the due date and you put in your Calendar when you’re going to the mid-point, when you’re going to try to reach this. And then they – you can put reminders on them and they will pop up, and they will remind you, you know, “This was your goal that you’re going to make more sales calls, that you’re going to” – whatever your goal was.
You’re going to re-do the employee job definition and expectations.

And so, it keeps popping up to remind you. Remember, you want to be breaking those down into small increments. So, whatever you’re doing, you want to get them into Instant Start-up Task and that’s where they start getting out on your Calendar.

Now this is what I call “reverse scheduling”. And what it means is that if you have a goal of the Telco project, and this would be any goal, okay anything that you’re trying to do. Then you start putting down and you start estimating how long it’s going to take you.

So if you’ve been assigned this project and it’s – the Telco project and you know that it’s due on the 28th of the month, then you will reverse schedule or you will go back and say, “Well, I’m going to spend six hours and I’m going to spend six hours there. But oh, I have this convention in Chicago and I can’t get anything done on those days before I leave and when I come back.” So I’m – and then you plot out how much time you’re going to spend in. What’s interesting is you will get a really energize at the first of the month for the scheduling.

So let’s go to – back to the Calendar. Let’s go live and let me show you some of those things in the Calendar. Now, I have some specific ways that I like to use the Calendar. And I think that nothing happens if it will get on your Task. But remember I said that’s what happens when you get Instant Startup Task and you get things in your Calendar, and next day on your Task List. That’s when you start reaching your goals.

So with all of the things that you have to do, I believe that the Calendar can become your way to
actually put this Instant Start-up Task in your Calendar.

So when you’re looking at it, you see how I’ve laid out all the different things that I want to do during the day. And notice that this is the most important thing – work on the - a POP project. That’s my number 1 task. And so, I’ve actually put that on my Calendar even though it’s not a meeting or it’s not an appointment. And when I put it on that Calendar, then it’s sitting there waiting for me. And hopefully you can see the power of how that works on your Calendar and how it can remind you to do things.

Another thing that you can do for your Calendar – it will help you is, are these up at the top?
Notice that list – let me get rid of this for just a second. Okay. When you’re going up here and you – let’s just make a new one here. And if you want it to be at the top of your Calendar, then you will put an allday event. And then it shows up.

The other thing about goal setting is that if I want – if I want it to remind me every single day,
then I can set it as a re-occurring event where you can do a start and end time. So the start date is then, and then you can come down to – let’s say the 11th of February. And when you save and close that, it’s
going to show up at the top on every single one of those days.

Now the other thing that you can do is make it a recurring. So, if you want it to recur daily and you put no end date, and that’s going to show up every single day into affinity. Let me see. We can’t make it a recurring event but the – with that there – so let me cancel that out right now and show you how this works because now you’re going to have that and it’s going to be on every single day until the 11th up there at the top of your top. Let’s do that one more time.

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About Our Speaker(s)

Karla Brandau | Outlook Time Management Tips SpeakerKarla Brandau CSPPS
Karla Brandau is a leading authority on time management and team productivity in the workplace. She specializes in combining the power of time management with technology, especially using Microsoft Outlook as a tool to help individuals “get it all done” in less time. She is the CEO of Workplace Power Institute (www... More info

 
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    Event Title: Set Goals and Get Results in 2016 by Using Microsoft Outlook Features
    Presenter(s): Karla Brandau, CSPPS

 
 
 
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