Delegate work - using Outlook Tasks - not by sending mails

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Delegate work - using Outlook Tasks - not by sending mails - Best Practices

Рет қаралды 5,423

Күн бұрын

Stop sending mails for delegating work. There is a much better way.
Outlook tasks folder. This works within the organization.
This way it is easy to delegate, execute and monitor work.
Learn and start using it immediately.
Contents
00:00 - Don't delegate using email
00:25 - Use Outlook Tasks folder
01:07 - Add task for yourself
01:16 - Delegate a task
01:52 - Accept or decline
02:14 - Task Accept notification
02:42 - On completing the task
02:49 - Task status update
03:03 - Percentage complete
03:11 - Monitoring delegated work
03:55 - No hierarchy
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Пікірлер: 40

@Lavie4393 7 ай бұрын

Very efficient and informative. I like the way you present the information in which the audience can also see how it looks like on the outlook of the Receiver/Assistant side.

@efficiency365 7 ай бұрын

Thanks @Lavie4393 Check out my other best practices videos as well. Efficient Tasks Management - kzfaq.info/get/bejne/rLJ2o7qHy7vKgWw.html Task Apps Comparison: kzfaq.info/get/bejne/jM-Hfayrsra1ips.html Teams Meeting - Agenda, Action Points, Notes - kzfaq.info/get/bejne/oZaka8Kes9GxdKs.html Microsoft Teams - 15 Best Practices - kzfaq.info/get/bejne/jZ6FmduQ39SvqH0.html OneDrive Best Practices Part 1 - kzfaq.info/get/bejne/ep2Kpcmhzb2YpqM.html Part 2 - kzfaq.info/get/bejne/pKyoabyC3cmRkmg.html Smart and Effective Email - 5 powerful ways - kzfaq.info/get/bejne/bLR1ebZ-1q7LgXk.html Outlook Calendar Best Practices : Part 1 - kzfaq.info/get/bejne/feCjhNGWyNClgaM.html and Part 2 - kzfaq.info/get/bejne/pseUfqtp3tmZc6c.html OneNote - Best Practices - kzfaq.info/get/bejne/o5NkdLxiyLPNaKc.html Microsoft 365 Best Practices - kzfaq.info/get/bejne/obxzkryUsZuzkok.html Cheers. Doc.

@the_slidemaster Жыл бұрын

This is one of the great videos I've seen today.. Thanks Dr.

@efficiency365 Жыл бұрын

Thanks @the_slidemaster. It is a 30 year old feature. Still relevant. But mostly unknown. Everyone runs behind what's new - without realizing that What's Old is equally (if not more) important 😣 Check out my other best practices videos as well. Efficient Tasks Management - kzfaq.info/get/bejne/rLJ2o7qHy7vKgWw.html Microsoft Teams - 15 Best Practices - kzfaq.info/get/bejne/jZ6FmduQ39SvqH0.html Smart and Effective Email - 5 powerful ways - kzfaq.info/get/bejne/bLR1ebZ-1q7LgXk.html Outlook Calendar Best Practices : Part 1 - kzfaq.info/get/bejne/feCjhNGWyNClgaM.html and Part 2 - kzfaq.info/get/bejne/pseUfqtp3tmZc6c.html OneNote - Best Practices - kzfaq.info/get/bejne/o5NkdLxiyLPNaKc.html Microsoft 365 Best Practices - kzfaq.info/get/bejne/obxzkryUsZuzkok.html Word Tables Best Practices - The ultimate guide - kzfaq.info/get/bejne/q8t7dqups7uzm3U.html Cheers. Doc.

@the_slidemaster Жыл бұрын

@@efficiency365 It may be a old feature but not used by most of us. I learned a new thing today. 👍🙏

@jkumar8590 Жыл бұрын

Productivity enhancing video

@jkumar8590 Жыл бұрын

Productivity enhancing video

@swapnilshah4608 Жыл бұрын

Excellent video explained in a lucid manner. Please make a video on the various methods of adding password protection to files in excel, word, PowerPoint and also incl. methods by which inadvertent/intentional editing can be restricted.

@canirmalchoudhary8173 Жыл бұрын

I need to start using this feature

@efficiency365 Жыл бұрын

Use Outlook Tasks for your tasks and Loop components (add them to a loop workspace) for team delegation.

@user-tx4vn3eu4s 11 ай бұрын

Im using the updated desktop version of outlook and can no longer find "tasks". When i use the ctrl 4 shortcut, it opens "TODO" in the browser. Can you help?

@efficiency365 11 ай бұрын

Hi @user-tx4vn3eu4s. Try it on another PC. On the desktop version, Ctrl 4 is always the task folder. It may show you the To Do list. That is NOT the To Do App. Just go to the next item - Tasks. That is the right folder. Check out my other best practices videos as well. Efficient Tasks Management - kzfaq.info/get/bejne/rLJ2o7qHy7vKgWw.html Microsoft Teams - 15 Best Practices - kzfaq.info/get/bejne/jZ6FmduQ39SvqH0.html OneDrive Best Practices kzfaq.info/get/bejne/ep2Kpcmhzb2YpqM.html Smart and Effective Email - 5 powerful ways - kzfaq.info/get/bejne/bLR1ebZ-1q7LgXk.html Outlook Calendar Best Practices : Part 1 - kzfaq.info/get/bejne/feCjhNGWyNClgaM.html and Part 2 - kzfaq.info/get/bejne/pseUfqtp3tmZc6c.html OneNote - Best Practices - kzfaq.info/get/bejne/o5NkdLxiyLPNaKc.html Microsoft 365 Best Practices - kzfaq.info/get/bejne/obxzkryUsZuzkok.html Word Tables Best Practices - The ultimate guide - kzfaq.info/get/bejne/q8t7dqups7uzm3U.html Cheers. Doc.

@sudhaprakash3323 Жыл бұрын

Is it possible for upper delegation - more to set reminders for boss so that boss get reminders when it is due from subordinate. I mean where subordinate sets the reminder for boss so that boss is aware as to when they will receive certain details on a particular day of every month.

@efficiency365 Жыл бұрын

Dear @sudhaprakash3323. Yes of course delegation feature does not look at the hierarchy in anyway. It can be upwards, lateral or downwards. If something has to be done by someone in a time-bound manner, instead of sending mails, we are sending tasks. That's all. Remember that when you create a Task, reminder is off by default. Enable it before delegation. Check out my other best practices videos as well. Efficient Tasks Management - kzfaq.info/get/bejne/rLJ2o7qHy7vKgWw.html Microsoft Teams - 15 Best Practices - kzfaq.info/get/bejne/jZ6FmduQ39SvqH0.html OneDrive Best Practices kzfaq.info/get/bejne/ep2Kpcmhzb2YpqM.html Smart and Effective Email - 5 powerful ways - kzfaq.info/get/bejne/bLR1ebZ-1q7LgXk.html Outlook Calendar Best Practices : Part 1 - kzfaq.info/get/bejne/feCjhNGWyNClgaM.html and Part 2 - kzfaq.info/get/bejne/pseUfqtp3tmZc6c.html OneNote - Best Practices - kzfaq.info/get/bejne/o5NkdLxiyLPNaKc.html Microsoft 365 Best Practices - kzfaq.info/get/bejne/obxzkryUsZuzkok.html Word Tables Best Practices - The ultimate guide - kzfaq.info/get/bejne/q8t7dqups7uzm3U.html Cheers. Doc.

@user-tx4vn3eu4s 11 ай бұрын

I do not have Tasks in the new version of outlook. CTRL 4 Opens "ToDo" only. I've tried using a colleagues computer too and have the same issue. Is there a resolution you can suggest that doesnt involve switchin back to the old outlook version?

@efficiency365 10 ай бұрын

Thanks @user-tx4vn3eu4s I think you are using the "New Outlook". There is a toggle button on top right corner. DO NOT use it. Many great features have been REMOVED. Unnecessary dumbing-down of a feature-rich product. Tasks has been completely replaced by To Do in the new version. Which is sad. But you can continue to use the OLD Outlook for at least two more years! Check out my other best practices videos as well. Efficient Tasks Management - kzfaq.info/get/bejne/rLJ2o7qHy7vKgWw.html Teams Meeting - Agenda, Action Points, Notes - kzfaq.info/get/bejne/oZaka8Kes9GxdKs.html Microsoft Teams - 15 Best Practices - kzfaq.info/get/bejne/jZ6FmduQ39SvqH0.html OneDrive Best Practices Part 1 - kzfaq.info/get/bejne/ep2Kpcmhzb2YpqM.html Part 2 - kzfaq.info/get/bejne/pKyoabyC3cmRkmg.html Smart and Effective Email - 5 powerful ways - kzfaq.info/get/bejne/bLR1ebZ-1q7LgXk.html Outlook Calendar Best Practices : Part 1 - kzfaq.info/get/bejne/feCjhNGWyNClgaM.html and Part 2 - kzfaq.info/get/bejne/pseUfqtp3tmZc6c.html OneNote - Best Practices - kzfaq.info/get/bejne/o5NkdLxiyLPNaKc.html Microsoft 365 Best Practices - kzfaq.info/get/bejne/obxzkryUsZuzkok.html Cheers. Doc.

@RTM950 7 ай бұрын

@@efficiency365Will there be another way to use Tasks, or will we have to use To Do and/or the new Planner? Thank you so much for your amazing work. You'l receive a donation from me on Friday 🙌🫡🙌

@louiem1101 Жыл бұрын

Dr N - Where do you stand on MSFT To Do vs Tasks? I've seen so many on using To Do instead of the outlook "legacy" tasks you demo. Do you find its easier to use Outlook tasks vs To Do? I'm focused on Delegation to staff of tasks and monitoring progress as a background. Thank You.

@efficiency365 Жыл бұрын

Thanks @louiem1101. There is nothing legacy about it. Of course, the feature has been there for decades. But it is still relevant and usable. To Do is just the browser version of Tasks folder + task aggregation from non-Outlook sources like Loop, Planner (and eventually Project). Watch this video - it will give you a clear and cohesive idea of exactly what to use when and why. Efficient Tasks Management - kzfaq.info/get/bejne/rLJ2o7qHy7vKgWw.html Check out my other best practices videos as well. Microsoft Teams - 15 Best Practices - kzfaq.info/get/bejne/jZ6FmduQ39SvqH0.html OneDrive Best Practices kzfaq.info/get/bejne/ep2Kpcmhzb2YpqM.html Smart and Effective Email - 5 powerful ways - kzfaq.info/get/bejne/bLR1ebZ-1q7LgXk.html Outlook Calendar Best Practices : Part 1 - kzfaq.info/get/bejne/feCjhNGWyNClgaM.html and Part 2 - kzfaq.info/get/bejne/pseUfqtp3tmZc6c.html OneNote - Best Practices - kzfaq.info/get/bejne/o5NkdLxiyLPNaKc.html Microsoft 365 Best Practices - kzfaq.info/get/bejne/obxzkryUsZuzkok.html Word Tables Best Practices - The ultimate guide - kzfaq.info/get/bejne/q8t7dqups7uzm3U.html Cheers. Doc.

@chrijani7 9 ай бұрын

@@efficiency365 Can you do an updated video now that Microsoft has removed the Outlook tasks entirely. If I hit control + 4, it brings up to do in outlook. I can't assign any new tasks to anyone. I can create a new "list" and add tasks there. However, this means that everyone in my org has to have access to the list and can see all of the tasks. What is the new standard protocol? Thanks in advance for your help!

@RTM950 7 ай бұрын

Still there. It's accessible through the apps folder. If Outlook asks you to use To Do instead, simply refuse.@@chrijani7

@mujiburrahmanable Жыл бұрын

I can't find task folder. What kind of outlook do you use?

@efficiency365 Жыл бұрын

Thanks @mujiburrahmanable. Task folder is available only on desktop version of Outlook - not browser version. If you are already on desktop version on Windows try the shortcut Ctrl 4. Check out my other best practices videos as well. Efficient Tasks Management - kzfaq.info/get/bejne/rLJ2o7qHy7vKgWw.html Microsoft Teams - 15 Best Practices - kzfaq.info/get/bejne/jZ6FmduQ39SvqH0.html OneDrive Best Practices kzfaq.info/get/bejne/ep2Kpcmhzb2YpqM.html Smart and Effective Email - 5 powerful ways - kzfaq.info/get/bejne/bLR1ebZ-1q7LgXk.html Outlook Calendar Best Practices : Part 1 - kzfaq.info/get/bejne/feCjhNGWyNClgaM.html and Part 2 - kzfaq.info/get/bejne/pseUfqtp3tmZc6c.html OneNote - Best Practices - kzfaq.info/get/bejne/o5NkdLxiyLPNaKc.html Microsoft 365 Best Practices - kzfaq.info/get/bejne/obxzkryUsZuzkok.html Word Tables Best Practices - The ultimate guide - kzfaq.info/get/bejne/q8t7dqups7uzm3U.html Cheers. Doc.

@anandhanandh128 Жыл бұрын

could you make vedio clip for regarding how to should be write the conversation mail inside organisation and out side organisation with different vender on the same topics and how to close the entire task.

@efficiency365 Жыл бұрын

Thanks @anandhanandh128. I did not understand what exactly you need. Pls give more details. Task delegation works only within the organization. Check out my other best practices videos as well. Efficient Tasks Management - kzfaq.info/get/bejne/rLJ2o7qHy7vKgWw.html Microsoft Teams - 15 Best Practices - kzfaq.info/get/bejne/jZ6FmduQ39SvqH0.html OneDrive Best Practices kzfaq.info/get/bejne/ep2Kpcmhzb2YpqM.html Smart and Effective Email - 5 powerful ways - kzfaq.info/get/bejne/bLR1ebZ-1q7LgXk.html Outlook Calendar Best Practices : Part 1 - kzfaq.info/get/bejne/feCjhNGWyNClgaM.html and Part 2 - kzfaq.info/get/bejne/pseUfqtp3tmZc6c.html OneNote - Best Practices - kzfaq.info/get/bejne/o5NkdLxiyLPNaKc.html Microsoft 365 Best Practices - kzfaq.info/get/bejne/obxzkryUsZuzkok.html Word Tables Best Practices - The ultimate guide - kzfaq.info/get/bejne/q8t7dqups7uzm3U.html Cheers. Doc.

@anandhanandh128 Жыл бұрын

welcome, boss. In one of the organisations in KSA, I serve as a coordinator for several projects.I got a request for materials from a project-specific subject (A) mail. Due to a secret internal communication, I have to bring it ahead to multiple vendors outside of my organisation on the subject (B)mail.I next purchase the materials to close the MR in the procurement department using the same topic (B) letter after receiving the appropriate ventor feedback.Several months later, Our Boss asked for more details surrounding the conversation. It is exceedingly challenging to determine whether an email is subject (A) or subject (B).I feel that the conversation should centre on a single while keeping details from the outside team. Your knowledgeable video replay appreciate. Thanks

@anandhanandh128 Жыл бұрын

Or is there any other way to handle in outlook for above requested

@efficiency365 11 ай бұрын

I understand the need. The problem is that the conversations related to A and B have no linkage at all. That is why it is difficult to find them later. The only thing I can think of is - for all A requests - create a simple table in Excel. Request (one line description) and ID (some unique id). Now, in the correspondence in B - just paste the id after email signature (so that it does not confuse anyone). Now you can search on the ID and find all A related messages in B conversations.

@efficiency365 11 ай бұрын

See reply to earlier messsage.

@canirmalchoudhary8173 Жыл бұрын

I find task by planner useful in mobile teams app

@efficiency365 Жыл бұрын

Just remember that in Planner group (team) anyone can edit or even delete tasks without ANY audit trail. So for all practical purposes, it is useless.

@canirmalchoudhary8173 Жыл бұрын

@@efficiency365 Then what should be a way to see tasks within teams mobile app