One to-do list, one calendar.  Talk to any professional organizer worth their salt and they are likely to make this recommendation for being organized.  So, when it comes to incoming information, similar rules apply.

If the majority of your information comes in via email, you may want to take a closer look at the email software you're using in order to consolidate functions.  It's no wonder we're having difficulty organizing information that comes at us via different modes of delivery and we track with separate task lists, calendars, address books, etc.  I am NOT making the argument for electronic methods vs. paper, you need to find a system that is supportive of your style, personality and tendencies.  BUT if you are using software, think about how you are using it and what you need to do better.  Does your software help you do that?

While I am no fanboy (or girl) of Microsoft®, I do think that Outlook® messaging software is one of the best organizing tools available. Though it's often underutilized and sometimes disregarded, used correctly Outlook® can help you perform tasks related to email, calendar, contact, time management and even customer relationship management (CRM).

Email is the function that a majority of users may already be familiar with but if that's the only thing you are using Outlook for, you are definitely missing out.  By acknowledging email as more than just a simple, digital form of communication, we must recognize the need for the right tools to be more productive and efficient. What is that old saying? "When you only have a hammer, everything looks like a nail." When all your software does is 'organize' email messages, you think every email is just a message. But when you dig a bit deeper and ask more questions, you find that email messages are representative of decisions, actions, appointments, contact info, customer information, intellectual property, project information, etc. Stop using 10 standalone programs to track all the info you need.

The ideal solution will allow you to load in your contacts, use it for email, track appointments and events and manage your to-do list in one centralized location. The features and functions available within Outlook® and its integrated nature make it an ideal organizing tool. Here are just some of the things you can do in Outlook®:

• Customize 'view' in each module
• Create an appointment, contact, task or note from an email message
• Sort and filter by any number of fields for each module
• Ability to create views to support weekly and master task lists
• Sync with hand held device seamlessly

I have yet to find a software solution that does it better—or even comes close. And, believe me, I have been seek them out. Don't get me wrong- I think "the cloud" is amazing but I just haven't been able to find, create, or formulate an arrangement of 'SaaS' solutions that come close to what Outlook delivers. I am seeking an application that allows as much ease of use and flexibility for the creation and management of tasks and synchronizes with my (or any) hand held device without too much intervention on my part.

Word of warning: Just like with any other organizing product, tool, container, planner, etc. YOU are the key to its success! Marrying the functionality with organizing best practices, mixing in some customization and consistent routines on your part will produce the long-lasting results for managing email overload.

I have tried Gmail with various lab features or extensions as well as several Mozilla Thunderbird task add-ins, and while their email capability is quite robust, the task sync features were weak or cumbersome.  I would love to hear about additional integrated email/task/calendar tools, so please comment about what you have found.

If you already own a copy of Outlook® and would like to set it up, you can learn more about accounts and profiles here.

Back in May, I shared some tips for detoxifying your inbox and supplied an example of what to send to those individuals whom you would like to avoid offending but whose email you would like to avoid receiving. Just thought I would share this site created by Merlin Mann of 43Folders fame.

The site is called Thanks. No. In it he suggests replying to those unwanted emails with the following:

Hi there, beloved friend of this email recipient:

Please visit http://thanksno.com/

Because this person likes getting personal messages from you, but doesn’t want any more email like this, please.

Love,
ThanksNo.com

It may seem a little harsh but I am guessing, very effective- what do you think?

As an organizer, I know that one of the strategies for assisting in the organizing process is to have a method of collecting your thoughts as well as to-do's that come from email, coworkers, etc.

How often have you been driving in your car on your way home or to the office and suddenly remember something you would like to do? And how often do you arrive at your destination and actually remember what it was? My husband often calls his work voicemail from home to leave reminders for himself but this service takes it to the next level. We recently highlighted a handful of dial in information services to obtain info on the go but Jott helps you manage the info from within! It's a dial in service but oh, so much more!

Jott is a free (currently, anyway) service that allows you to call a 1-800 number, leave a message for yourself or another contact and the message will be transcribed and sent via a text message or email. And since many of us use our email inbox as a collection point, the task or reminder doesn't get overlooked. If you are experiencing difficulty in that department, check out my Detox Your Inbox webinars.

You can also use it to communicate simple tasks and reminders to business associates, friends and family like "The Nichols report is due on Friday" or "Joey needs to be picked up from soccer practice at 4pm", etc.

Additional features include built in reminder options, the ability to listen to the audio jott (if recieved via email), jotting to groups as well as to preset lists and you can even jott to web services like Twitter, Google Calendar or Remember the Milk to name a few.

So, go to Jott.com to create an account, setup your contacts and start using it today! Don't forget to add your account info to your password manager...

Yes, I really want to know. How many emails are in your inbox and how do you manage them all? Or do you?

Last week, I held a free teleclass covering the basics on how to Detox Your Inbox where I introduced participants to the concept of Inbox Zero and using just 1 folder. Inbox Zero is a term coined by Merlin Mann of 43Folders.com and the premise is to get your Inbox to zero emails- everyday. As you can imagine, this concept was met with some disbelief. Do you think it's possible? No?

Well, it is. As long as you quit using your inbox as a filing cabinet, database, to-do list and everything but the kitchen sink! One of my teleclass participants achieved Inbox Zero today- she was able to edit her inbox down from 1800 emails to ZERO in 4 days. Of course, the major goal is to accomplish this everyday- but you gotta' be in it to win it...Take baby steps, like whittling it down by 100 or cutting your inbox in half, and keep going until you reach your goal.

I also had some overloaded email users on the call who had anywhere from 20 to 200 (no embellishment here) folders in their archive system, so the idea of using just one folder was very foreign and even outlandish to some. If you would like to know more about these concepts and how to get started today, click here to find out about my upcoming MS Outlook® webinars or listen to my Detox Your Inbox preview teleclass.

And before you leave, I'd love for you to post a comment on how many emails are in your inbox, the number of folders in your email filing system and how you are managing it all...

photo credit: angermann

The best way to remember your password is not to rely on your memory at all!

Up until recently, I have relied on my memory to remember my passwords and it has become increasingly difficult. As internet security becomes more sophisticated, every website you visit and account you have requires a username & password. Some user accounts require you to update your password on a regular basis and even getting your username correct is becoming a gamble! This is because companies all create their own policies, naming conventions and definition as to what is secure enough.

So, finally, I bit the bullet and downloaded a password manager- and I love it! For those of you who haven't made the jump yet, I have some tips to share. If you are currently using your contacts, word or excel to store this information, I urge you to quit that practice immediately, if not sooner. Here are some things to consider when selecting a password manager:

1. Online vs. Desktop Software- Since I am very rarely without my laptop, I don't have a desire to store my passwords online, however, if you work from numerous workstations, you will want to consider this distinction as a number one priority or if you have a smartphone, see #5 below.

2. Store additional account types and information- Some password managers only allow you to enter usernames and passwords. I always look to consolidate functions and some are better than others at managing credit cards, bank accounts, SSN's, insurance, prescriptions, etc. and some even allow you to create your own fields to store and label desired data (you know how I feel about labeling- never underestimate the power of labeling).

3. Export/Backup- Just like anything else these days, if one is good, two is better, right? OK, so I don't necessarily agree with that theory but in this case, having a backup is always a wise idea.

4. Autofill sign in feature- A good password manager will allow you to enter all of the necessary info in order to launch and login to the desired site with the click of a button.

5. Software for your Smartphone- If you have a Smartphone, this feature can pay dividends, especially for the storage and retrieval of information other than pw's...You can retrieve everyone's SSN,

Oh, and of course, you need to consider the software's password protection and security- but that's a given!

I can't believe that I waited so long to do this. It has been a time (& energy) saver when my memory is a bit fuzzy or it's an account that I only access occassionally. I did an initial brain dump of my usernames and passwords but I have also been adding as I go and I am shocked by just how many accounts I have to keep track of- it's no wonder I was having difficulty remembering.

If you don't have a password manager (or am I the only one), would you mind sharing the reason? I know my reasons and I will share and explore the bigger meaning behind them in a future post...

Well, today is Memorial Day, Monday, May 26th, 2008 and to many of us that means three-day weekends, backyard BBQ's, family gatherings and of course, the unofficial start of summer. Most importantly, though, Memorial Day is a day to remember and honor our nation's war heroes.

Today, my husband and I visited Arlington National Cemetery where we witnessed the last Changing of the Guard ceremony of the evening for the Tomb of the Unknowns. On this special day, we were honored to be present to remember those who gave the ultimate sacrifice.

Let us also honor those who have served or continue to serve our country. The month of May is designated by Congress as National Military Appreciation Month, but we can show our gratitude all year long. Our service men & women need to know we appreciate their contribution and sacrifices in protecting and defending our nation’s freedom. So, if you know someone who is retired military or active duty, please thank them for serving and protecting us.

I hope you had a safe holiday weekend!