The Savvy Entrepreneur

Diane Coville, owner at Alternative Office Assistance shares with us step-by-step instructions on how she uses Microsoft Outlook to stay productive.

I believe the key is Organization and it is as easy as using the Outlook programme which so many individuals have in the Microsoft Office package.

There is nothing more motivational than visually having a list in front of you and indicators of the level of importance assigned in colour to highlight the “must do’s” for the day and the next most important and so on.

• Start with the Note feature.  Title it with the week coming up, e.g. September 21 and start listing all the To Do’s for the week.  Beside each entry I tab over and put the day I have scheduled it in for, e.g. Monday. [refer to screen captures below]
• When I have completed the Note of the Week, I then start scheduling in all the events/projects/tasks, etc. in the appropriate day and color code the urgent items.
• Every evening I update my Calendar with what is DONE.  As often happens, if priorities have changed I reschedule whatever tasks have not been completed to another day.
• Revisit your Note for the Week and edit/update it as well.  Indicate all items which are DONE and update the entries that still have to be completed to the days they have been rescheduled for.
• If, or more likely when you have additional tasks to be done for the week, add them in your Calendar AND on the Note for the Week.  In this way, no item is overlooked or forgotten.

There is nothing less professional than “dropping the ball” when dealing with clients and addressing their needs to their requirements. Therefore, my prime motivator in NOT procrastinating is my efforts to meet my client’s needs when required. Satisfied clients means more business and referrals.

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Diane L. Coville is a Canadian-based Virtual Assistant specializing in Desktop Publishing, Bookkeeping, Transcription, Market/Research, Ghostwriting, Copywriting, Editing and Proofingserving clients in the USA and Canada.