Keeping Organized

[mkimery]

Hi.  I'm an executive administrative assistant  in a Human Resources Dept. at a   university.   Like most admin. jobs, my position spans many different functions including providing support to the department head, her 4 directors, managing the department's budget, payroll, purchasing, scheduling orientations and preparing appointment letters for all new employees.  Additionally, I supervise and back up the administrative assistant on a busy front desk.  To keep myself organized,  I  use a Master Task List (a "memory dump" for all tasks I'm responsible for) and then from the Master List create a Daily Task List - I simply use MS Word for these task lists.  I also use an electronic calender for reminders and to schedule some of my work.   However, some days, I feel overwhelmed in just keeping these lists organized and up to date.

I'd appreciate any feedback on how other admins. are successfully tracking all the tasks that they are repsonbile for, and if anyone is using a good task management software program.

Thank you.

[raindance]

You probably need just one "list".

When I joined my present company - almost ten years ago now - I drew up a generic diary of "what happens and when" during the year.  The basic wheel-of-work is engraved on my memory by now, but I use Outlook for planning and reminders and no other lists.  That means everything is all in once place.

I carry around with me a very tiny notebook and pen, which fit into my jacket/dress pockets  or my purse.  I jot down a reminder in that when I think of something and transfer it to my diary.

With specific projects, I may use a project management software for that.  

It all depends on how you operate, though - how you think - and what you are comfortable with.

[mkimery]

Thanks very much for your response and suggestions.  I'll have to give some additional thought, but I'm sure I can streamline my master list.  What project management software are you using?

[laurafmcdermott]

I use Outlook for absolutely everything.  It is a very powerful program and most people use only the bare minimum of email and calendar functions.  I am confident putting my entire year in Outlook, assigning due dates, project meetings and milestones from there.  When one task is done for the year, it's easy to reassign it for next year.

[Katie G]

I think I'd be lost without Outlook.  I've become quite adept at the Task List and it's almost become my "home page".  I particularly like the fact that I can attach files to specific tasks.  For instance, if a report is due at a certain time, I attach the report form to the task.  That way, when it pops up, I can just click on the form and I'm ready to go.  Periodically, I save a copy on a CD or DVD so I have backup.

I don't know how I functioned without it.  

[mashley]

New member here, just want to thank you!  I've just spent 30 minutes entering my to do list into Outlook task, attaching the files to the task.  I had no idea I could do that.  

[peaches2160]

I miss Outlook.  Have Lotus Notes.

[gee4]

I have spent most of my life using the Task feature in Outlook.  I wouldn't be without it.

[raindance]

Quite so, Gee.

Lists of things are all very well and probably very useful, but you can get to the stage, in a busy job, where maintaining the lists is a job of work in itself.  Using Outlook properly helps to reduce that and makes multi-tasking easier.

[mlm668]

I use Outlook task lists for recurring tasks like a weekly e-mail I have to send every Friday or something that is done once every quarter.  I mostly use my follow up flags on e-mails that have requests or involve something that I need to do something with.  I still keep a steno book for jotting down notes when someone asks for something in person or while on the phone and I don't throw them away.  They aren't necessarily neat or organized but I have had times that I needed something I wrote down be it a phone number or just a note about what I did.

Michelle

[spitfire78]

This is why I love this site - because there is always the opportunity to learn something!

I, too, was very interrested in attaching the file to the task.  We have a new e-mail system (about a month old).  I started a task list and intended to go back through the help features to learn more but hadn't had the time to do so.  I took the time just now after reading about attaching the files and discovered I can do it and it works great!  Right now I only have a couple of large projects on my task list.  Hopefully when my supervisor is gone next week on vacation it will be quiet enough that I can sort through all of the things I plunked into my tickler file last week out of my in-box and add them all in a follow-up task list with appropriate files attached, etc.

I also went through quickly and flagged everything in my e-mail in-box that needs my attention in the future - thanks for that tip, Michelle!

It's funny how just a small comment from someone else makes a lightbulb go off in my head.  The answers were there all along and whenever I took the time to learn about the task feature I'm sure I would have found it, but you all gave me the push to go out and look at it.  Once again - thanks for the tips.

[msmarieh]

I use outlook extensively, including the pop up flags and dragging files to appointments as well (i.e. the meeting agenda).

Is such a fabulous tool. At one time I had put together a presentation on Outlook tips and tricks. Surprising what all is available in there.