Question for Outlook Users

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I don't have outlook, so I don't really understand how one uses it to do GTD. Here's my question though.

I assume there is some sort of Todo list function - "Tasks?" that you can use to assign categories to your next actions. Is this right?

The second question then becomes, if I am using Outlook as part of a firm-wide email program, can the settings be made to work so that my boss could look at my NAs?

We're trying to figure out a system where I can keep track of the clients and he can look in from time to time and see what the status of a particular client is without me having to go update a whole separate list for him. (Each client has 2 or 3 nicely labeled NAs, each representing the next action on a particular project we're going for him or her.)

Anybody have any ideas?
Thanks!
Taxgeek
 
if you have exchange

I dont use tasks myself altho i use outlook for mail and calendar, so im not a big expert by any means.

If youre in a Microsoft Exchange environment, then I believe you can see each others tasks just like you can see each others appointments.

Yes you can categorise tasks, and you can also categorise emails with the same categories. This sounds cool, in practise I couldn't work it into a gtd system that suited me.

My view would be that if youre only looking to do the one thing you mentioned, having someone else get an update on where you are up to on a project, I wouldnt go out of my way to learn to use Outlook to do it. if youre in an environment where the tools are already there, it may be worth looking into.

What kind of tools do you use currently? is there a way that they could be shared instead?
 
fivefingers;80064 said:
I don't have outlook, so I don't really understand how one uses it to do GTD. Here's my question though.

I assume there is some sort of Todo list function - "Tasks?" that you can use to assign categories to your next actions. Is this right?
Click to expand...

DavidCo has published a document on setting up Outlook to implement GTD. It's available for purchase on this web site. I think it costs ten bucks (but well worth it).

Yes, you would use Tasks to keep reminders of your next actions, projects and Someday/Maybes.
Categories divide the tasks in to context lists (@Computer, @Office, Projects, Someday/Maybe).
Day-specific actions and reminders are stored as "All Day Events" in your calendar.
The Notes feature is used to store reference lists such as "Travel Checklist".

fivefingers;80064 said:
The second question then becomes, if I am using Outlook as part of a firm-wide email program, can the settings be made to work so that my boss could look at my NAs?
Click to expand...

Yes, folders in Outlook can be shared with other users and groups on your network. You can even assign permission levels to users and groups. See Outlook Help for more information.
 
fivefingers;80064 said:
The second question then becomes, if I am using Outlook as part of a firm-wide email program, can the settings be made to work so that my boss could look at my NAs?
Click to expand...
Apart from giving other users access to your tasks through folder permissions as explained by ellobogrande, you can also assign and distribute tasks, just like you do with appointments on the calendar.
In the case of tasks, the people involved in the task can choose to receive notifications if the status of the task changes and/or if the task is marked as completed.
 
Sounds like a requirement for CRM

fivefingers;80064 said:
We're trying to figure out a system where I can keep track of the clients and he can look in from time to time and see what the status of a particular client is without me having to go update a whole separate list for him. (Each client has 2 or 3 nicely labeled NAs, each representing the next action on a particular project we're going for him or her.)
Click to expand...

Given that this is client-related, I wonder if you should perhaps consider a simple CRM system that can handle this type of functionality?
 
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