Of course, if the action from the email or replying to the email takes less than 2 minutes, it won't be entered in To Do at all. If I need the information from the email to complete the task or need to respond to the sender, I can open the email via To Do without needing to search in the outlook archive. Then as part of my daily review I move any tasks from flagged to context lists (email in this example), and rename it to something concrete (invite Dan, Sally and Amir to meeting on 01/01/22). Working with emails as task items in outlook is annoying as well because email subjects written by others will often be vague or even cryptic.įor example, if I receive an email asking me to 'arrange meeting', I flag it, move it archive, and essentially forget about the email itself. Completing them in To Do marks them as done in Outlook and vice versa. Then they can be moved, renamed and manipulated like any task. What I do like about Outlook is that flagged emails appear in To Do, so I can empty any actionable items into To Do. I don't like using folders in outlook because I simply won't look in the folders once stuff is in there. I only have a few folders: inbox, hold and archive. I don't really use outlook for task or project management simply because I don't find the UI very nice to use. I tag each project with a relevant #tag in To Do and any next actions relating to that project also get tagged, and these actions live in context lists alongside non-project actions.Īs part of my weekly review I ensure all projects have a next action and all actions relating to a project are tagged. If it's quite lengthy, I'll use OneDrive or OneNote for this. So in my setup, each project is a "task" in To Do with a stated outcome, and any "project support material" I enter into the notes section or attach any files directly to the task. I also generally don't use the sub-tasks or steps section of each project as a place to list next actions as they may evolve depending on other actions' outcomes. My work projects happen to be quite prescribed, so don't require much creativity or free-reign on my part and so don't need a long list of actions or project support material. These are quite small, and I only have around 7 or 8 on that list currently. I use 'project' in the strict GTD sense of a process with several successive next actions required to achieve an outcome. I find projects work fine in To Do for me, but perhaps that's simply the nature of my work. (I don't have a someday/maybe list for work because all my actions/projects must be done sooner or later) I currently have the following lists set-up in To Do: I have recently implemented GTD using MS To Do for my work life only, partly because I already used Notion for personal/home tasks and passion projects prior to discovering GTD and partly because I'm restricted to O365 at work and don't want to put personal stuff in there.
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