Microsoft To Do | Getting Things Done - Set up a Weekly Review

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Күн бұрын

Today we're going to show you how you can implement David Allen's popular productivity method 'The Weekly Review' (described in his book 'Getting Things Done') with recurring tasks in To Do. We'll also be protecting our Review time using Focus Time with the Viva Insights app in Teams.
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TIMESTAMPS:
00:00 Intro
00:23 The Weekly Review
00:49 Set up the tasks in To Do
04:19 Schedule time with Outlook
04:48 Schedule 'Focus time' with Viva Insights in Teams
05:44 Start your review
06:23 Outro
🎵 MUSIC: Interchange by Public Memory
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Пікірлер: 40

@T04U2C 2 жыл бұрын

Adding this video to my To Do list so I can add these steps to my To Do aaaaaand I'm in a loop. :)

@dayapower Жыл бұрын

Thank you for the instructions. I've shared them with my team and our Scrum Master community. This should get you a few more clicks and fans.

@daviddutymentor 2 жыл бұрын

I really like your idea of the Weekly Review, setting up three areas for that with specific steps for each one. Well done.

@CollaborationCoach 2 жыл бұрын

Glad it was helpful!

@michellebradshaw1981 2 жыл бұрын

I use the Viva Insights and it's really helped me block out time to focus on stuff and deal with emails. It also recognises when I need to set a reminder to chase something that I mentioned in another email, pretty clever AI stuff

@vincevansteen2753 2 жыл бұрын

Hey Matt! Have been doing this for 2 years or so, works very well! My list is mainly what you call get current, plus the someday maybe. The first part to capture everything I do a few times during the day, not once per week.

@CollaborationCoach 2 жыл бұрын

Thanks for sharing!

@dayapower Жыл бұрын

I've added the "improvements" (staying good and getting better through constant learning) to "my" Weckly Review list: - Get improuvet NOW - Learn somthing today - Get improuvet mid-term - Plan the next improuvement step(s) - Get improuvet long-term - Plan / Do / Check / Adjust your improuvement plan

@alisandejj 2 жыл бұрын

Matt, this is really great. I actually do all of these things, but not in such a formalized manner. I have heard of GTD but (sadly) never gotten around to actually reading the book. I'm going to try your method of doing this with these more deliberate steps and also on a Friday. Thank you!

@CollaborationCoach 2 жыл бұрын

😆

@CollaborationCoach 2 жыл бұрын

We're hooked on GTD and will being doing more videos on how to use with Microsoft 365.

@RayIniego Жыл бұрын

Thanks for this!

@wannabedal-adx458 2 жыл бұрын

So if you create the task within Outlook (for desktop) you can click and drag that to the calendar and tie the meeting and task info together. I love the click, drag, and create meeting feature in Outlook. I prefer that for something like this then setting up tasks separately in To Do (I know they eventually sync up). I only wish MS Outlook could read into the email or task and set (or suggest) the start date or time to details in the email or task. I mean I know Microsoft is reading our emails anyway, so help us out a bit!!

@RobOK_BTC 2 жыл бұрын

Does this make a repeatinig Task in To Do?

@michaelbusillo9925 2 жыл бұрын

Hi Matt, new to the channel and excited to dive into all the great content. Question: do you separate your work tasks and projects from your personal ones, or do you keep it all in one system? If separate, do you use To Do for both systems? At work, I'm in Windows and M365 all day, but I use MacOS/iOS to run everything in my personal life. Still figuring out the right solution for managing both worlds seamlessly.

@CollaborationCoach 2 жыл бұрын

I keep all my work and personal tasks together in To Do. To Do can capture emails that come into my 365 mailbox. We use Microsoft Planner for all our work tasks and they also show up in To Do. I also use a mixture of Windows, Mac and iPhone and iPad and To Do runs on all of this devices.

@malasatsangi 2 жыл бұрын

Please let us know which mic you use to create your videos. Your sound quality is really good. Thanks for two in one GTD and To Do guide. Really very good.

@CollaborationCoach 2 жыл бұрын

Thanks for watching! I use a Blue Yeti.

@avantxz 2 жыл бұрын

GTD - great process for keeping in control of life.... Do you know if there a way to link the weekly task in To do with the weekly meeting in Outlook?

@BG-qi5hs 2 жыл бұрын

Why not simply create those headings and steps in your recurring outlook event? Seems like additional work just to create a list to check off.

@CollaborationCoach 2 жыл бұрын

Good point. That is another way of doing it. You only have to set this up once and I find it helps me work through it systematically.

@ogdanem 2 жыл бұрын

Q. how can you track projects? say you have sent a response to a customer and add a to-do to follow it. Do you create a customers list or each customer is a list?

@CollaborationCoach 2 жыл бұрын

You can have separate lists in To Do and share them with other people, so that is one way of very low level project task tracking. We track projects with Planner because it is generally a better fit for a team. You can't assign a 'customer' to a task in To Do or Planner though. To track things for a customer in our business we us Microsoft Lists. We have a list of 'customers' and a list of 'deliveries' (the work) and I link the two. This is mainly for tracking invoices rather than all the work we do. Todoist has a projects feature that I'm looking at.

@vincevansteen2753 2 жыл бұрын

All my lists are generic as recommended in the book. Creating additional lists will complicate your system. Make sure the task name is actionable and contains eg the client name. This specific example would go on my waiting for list.

@ogdanem 2 жыл бұрын

@@CollaborationCoach Thanks. For tracking invoices I do it with Excel, never got used to Planner as it is not simple and creates many tasks in a way I don' like so much. Anyway, if you find a way to track projects, please advertise it.

@CollaborationCoach 2 жыл бұрын

I did recently make a video on how we use Planner. It's not perfect but it works for us (we are v. small business). kzfaq.info/get/bejne/Zph3bKmenpORhIE.html We also have a review of Microsoft Project (from 2020). kzfaq.info/get/bejne/qK10pciX0d3MXYU.html

@ogdanem 2 жыл бұрын

@@CollaborationCoach I have watched the Planner video and I got some ideas. I will give it one more chance. How did you create the power app rule to open the folder? very helpful.

@warrenjoseph76 2 жыл бұрын

Wunderlist (which was this program before Microsoft bought it) was being frequently developed and felt fresh. “To Do” has become rather generic. Simple thing like not a single new background has been added since the Microsoft takeover. Nor has any new features that I am aware of. Why buy a forward thinking program just to stagnate it?

@CollaborationCoach 2 жыл бұрын

Good point.

@Gazzaroo Жыл бұрын

Lose not loose. Couldn’t help myself sorry

@tmarkussen 2 жыл бұрын

Lol this is for people who are not busy in real life!

@keithspoelker6384 2 жыл бұрын

I used to think the same way, but I've converted. I don't have a rigid formalized step by step procedure, but doing a weekly review and 'get ready for next week' helps me avoid the Sunday scaries

@CollaborationCoach 2 жыл бұрын

It reminds me of one of Steven Covey's 7 habits; 'Sharpen the Saw'. The story goes that a guy is trying to cut down a tree with a saw and he's having trouble because the saw is so blunt. His friend says, 'why don't you sharpen the saw?' and he replies 'I'm too busy sawing'.

@corgikun2579 2 жыл бұрын

instead of interrupting us every, single, minute, why don't you save your self-promotion for the very end and let us watch the video. thank. you.

@CollaborationCoach 2 жыл бұрын

I've got to earn a living, got mouths to feed!

@angstrom1058 2 жыл бұрын

Microsoft products... unsub

@CollaborationCoach 2 жыл бұрын

Please don't go!

@angstrom1058 2 жыл бұрын

@@CollaborationCoach It was an impulsive statement on my part, but I just get frustrated with Microsoft. How many task products do they have? 5 or 6 I think, from "To Do", "Tasks by Planner" to a few different Microsoft Projects, many of which do NOT play well together. I tried to use some of them with complete frustration. Getting started with any of them can lead to a deadend depending on where you are headed (such as individual to large scale collaborative). I know Microsoft is trying to integrate them, but they are struggling with that and they should have thought a bit first beforehand. I realize there are a lot of potential viewers using To Do. Me? I use Asana for now.

@CollaborationCoach 2 жыл бұрын

No probs and totally understand the confusion. I hear that a lot. If you have 5 mins check out this video where I try to explain Microsoft strategy with tasks: kzfaq.info/get/bejne/iJZjlpWqrMy9oas.html