Time formula. Time management on Outlook - Gleb Arkhangelsky

The design of the book used engravings by Albrecht Dürer, Hans Leonhard Scheifelein, Pieter Brueghel the Elder, Daniel Nikolaus Chodowiecki, Jean Auguste Dominique Ingres, Carl Julius Milde

All rights reserved. No part of the electronic version of this book may be reproduced in any form or by any means, including posting on the Internet and corporate networks, for private and public use, without the written permission of the copyright owner.

Legal support for the publishing house is provided by Vegas Lex law firm.

This book is well complemented by:

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How to keep things in order

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Read and try!

Modern life, especially life in business, is a constant dynamic.

The pace of our working days is getting tougher and more intense every day. To tackle new challenges calmly and confidently, we need the right tools and the ability to use them.

I am pleased to present to the readers the first Russian book on time management based on Microsoft Outlook 2013. A program that makes the life of a modern person more dynamic and mobile, and at the same time more comfortable.

Microsoft Outlook has long been familiar to the Russian user, but often its practical application implements only a small part of its capabilities. Gleb Arkhangelsky, a leading Russian expert in the field of time management, turned the usual approach to the description of the program: taking effective self-organization technology as a basis, he showed how versatile, multi-valued, flexible tool Microsoft Outlook can be, especially in its latest version.

This book is unique not only because it holistically and simultaneously explains both the basic techniques of modern time management and their implementation based on Microsoft Outlook. The "Formula of Time" shows us the continuity of the culture of thought, the culture of planning, the culture of purposeful action through all times and epochs. Only a unique software product, which is something more than just a set of technical improvements, can generate such an unexpected and vivid sociocultural resonance.

Remember the main thing: knowledge should encourage action. After reading about the technology that you liked, about the element of the program that you had no idea how to use effectively before, try to try them out and implement them in your daily work. And when you start applying these technologies, you will become much more proficient in what you are doing today, whether it is business, education or anything else. So read and try!

With best regards,

Nikolay Pryanishnikov, President of Microsoft in Russia

From the author

In many areas of our life, in order to get results, we need to adhere to some well-defined system. For example, in sports, music, figure skating, classical choreography, chess, public speaking, salesmanship, management art, etc.

Remember the feeling of a small victory - in any of these arts. Not a cup and first place: they are not always available, and they are not always needed. Remember the feeling of that victory over yourself that you won by doing ten push-ups more than yesterday.

Most like the energy of victory that overwhelms us when we reach our goal. A much smaller number of people are able to experience pleasure from the very process of moving towards the goal, from the effort that must be made for this. From a chain of victories over oneself. From concentration, mood, inclusion, which permeate every action.

Time management, time management, is a kind of ascetic practice, self-improvement technology, conscious and meaningful management of one's life. It requires the same calm, confident involvement and self-discipline as martial arts or monasticism.

In most world religions, asceticism presupposes the unity of internal and external. The courtyard of the monastery should be swept no less carefully than the evening prayers are read. One without the other is impossible.

Our life will never be successful if chaos reigns in business. Our meetings, tasks, contacts, thoughts should be lined up. This order does not interfere with life - on the contrary, like pruning extra branches from a tree, it helps it bloom and turn green.

Outlook is the ideal technical implementation for an overview of all elements of our work and life. Outlook means "overview" after all. With its help, you can create a complete picture of your affairs - and give them detail, beauty, thoroughness, sophistication, in principle, unattainable in a paper diary.

This will require some effort, some self-discipline in following instructions. But, as the ascetic fathers used to say, the water that flows freely over the plain does not have the freedom to move upwards. When her freedom is restricted by building a dam, the water appears new freedom. Freedom of movement in a direction that was previously inaccessible.

In our case, this freedom is the freedom to achieve results. The freedom to always find time for what you want. Ultimately, the freedom to control yourself. With your time. With my life.

As they said at one of the TM trainings: “On one side of the scale is your life. On the other - your laziness. What you choose?"

Gleb Arkhangelsky,

General Director of JSC "Organization of Time",

Microsoft Outlook MVP (Most Valuable Professional)

Feedback

The author will be grateful for your comments, additions, and, most importantly, for your personal experience of setting up time management on Outlook. Information about any possible gaps or inaccuracies will also be gratefully received. tweet me https://twitter.com/glebarhangelsky.

Imagine yourself in the place of Eugene Onegin. Gloomy Petersburg Monday morning. A spacious office, an oak table covered with green cloth, a heavy leather armchair. A cup of good coffee. You look at the overview calendar of the week - and you know exactly what and on what day you have to do. What you need to find time for, and what can be postponed. Where to visit and what to prepare for. In your weekly circle there is a place for certainty, predictability, and - for freedom.

1. Weekly circle
Create your schedule with "Calendar"

“We live in the great circle of life” - remember the song that begins the famous cartoon? This great circle is divided into several cycles - circles of a smaller scale: daily, weekly, annual.

Once upon a time, the weekly circle of most people was quite clearly defined. On Sunday or Saturday - worship and rest, on the appointed days - fasting, every Tuesday they bake pies and every Thursday they go to the river to wash clothes. Changes, if they did occur, were extremely rare - for example, a wandering preacher came into the village, and the people, leaving everything they were doing, gathered in the square to listen to him.

But now a person has fallen out of the medieval circle of life, in which time was clearly distributed by religious rules, the order of urban or rural work, customs and traditions. Landmarks are lost. Many people in our time do not live in the circle of the week, but run in it like a squirrel in a wheel. On Monday, such a person thinks: "It would be Friday!" On Friday: "My God, has another week of life really passed?" On Sunday: "Oh, again tomorrow to work."

Inside the week, there is complete uncertainty. On Friday, an hour before the meeting with the CEO, I remember that I had to prepare a forecast for regional sales for this meeting. To do this, it is extremely necessary to talk to the territorial manager, who, unfortunately, went on a business trip on Wednesday and is not available by mobile phone (oh, if only to remember this case at least on Tuesday! ..). And subordinates delay preparations for the exhibition, because you can’t allocate a couple of hours to resolve their issues. And the friend was offended: especially for you, he postponed the birthday celebration from Wednesday to Thursday, you promised that you would, but it was at this time that an important client made an appointment for you. And after all, he warned that “most likely on Thursday evening” ... In general, confusion and blockage, and your children remember you from family photos.

What if your weekly circle does not have the much-desired certainty and predictability? How to be able to foresee everything important, allocate time for everything you need and at the same time find time for what you want?

How to catch the ball with the sovereign

Let's leave both the Middle Ages and our hectic time - let's move our thoughts into the blessed XIX century. High society lives a rich cultural and business life. Railroads and factories are being built. Diplomats weave their nets, strengthening the position of the Russian Empire in world politics. The balls discuss the premieres of operas and the latest events in big European and Asian politics. The country is flourishing. A person who wants to contribute to the common cause, to occupy a worthy place in the life of a great empire, needs to do a lot.

Time and money are planned, and planned thoughtfully. Address-calendars are published annually with a complete list of officials of a certain rank. For each person - the range of issues to be resolved, the postal address and even the name day. Entrepreneurs plan deliveries in special books. After all, the merchant's word is firm, if you do not deliver the goods on time, you will lose your reputation forever. The ladies at the balls put the gentlemen on the “dance card” - who is given the quadrille, who is the polonaise, who is the mazurka. No confusion or confusion.

Imagine a busy man of high society of that time. Let's fantasize a little. Take, for example, Eugene Onegin. Onegin of the time when Tatyana had already said: "But I am given to another, I will be faithful to him for a century." The toss and turns of youth are over: empty, idle killing of time, enthusiasm for the ideas of the Decembrists, travel ... Now Evgeny is the head of a department at the Ministry of Foreign Affairs. He is in the prime of life and opportunities, he likes the work he is doing. His subordinates respect him both as a knowledgeable person who understands all the intricacies of foreign policy and as a worthy leader.

Like other people of his position, an address-calendar helps him to keep up with everything, in which significant dates, affairs and meetings for the coming week are scheduled.

Imagine yourself in the place of Eugene. Gloomy Petersburg Monday morning. A spacious office, an oak table covered with green cloth, a heavy leather armchair. A cup of good coffee. You look at the overview calendar of the week - and you know exactly what and on what day you have to do. What you need to find time for, and what can be postponed. Where to visit and what to prepare for. In your weekly circle there is a place for certainty, predictability, and - for freedom.

Your personal weekly cycle

There is no universal "weekly circle": the general rules remained in the Middle Ages, along with an orderly class-caste way of life. Let's define our rules and create your own weekly review schedule. To do this, we first divide all cases into several main types.

1. Hard meetings - cases that are scheduled to be executed at a predetermined exact time of the day. For example, "Friday, from 15.00 to 17.00", "Saturday, 21.00". As a rule, tough meetings imply an agreement on the exact time with someone: your manager, client, subordinates, a fitness club, etc. Hard meetings can include, for example, such cases:

– interview with the applicant for the vacancy: Thursday, from 17.00 to 18.00;

- a trip with children to the theater: Saturday, from 18.00 to 22.00.

Hard appointments in the calendar, we will highlight in blue. Blue is the color of strictness, discipline, clear fulfillment of obligations and observance of the appointed time. 1
All illustrations in the book are based on Microsoft Outlook 2013, which contains a number of new useful "time management" features.

2. Regular tough meetings - tough meetings that have a strictly defined frequency. For example:

– planning meeting with subordinates: every Monday from 11.00 to 12.00;

– telephone conference with the regions: every second Wednesday at 15.00;

- swimming pool: every Tuesday, Thursday and Saturday at 19.00.

Recurring appointments are convenient because they can only be scheduled once in Outlook. It will automatically arrange them for all future weeks of your calendar. Opening the calendar on Monday, you will already see the key upcoming events that create the backbone of the weekly circle. Recurring appointments in Outlook are distinguished by a special icon - circular arrows in the lower right corner of the appointment.

3. Multi-day events - lasting several days and not requiring your personal participation at a strictly defined time. For example:

– exhibition: it would be nice to visit, but it doesn’t matter what day and what time;

- business trip: you need to keep in mind in advance;

– vacation of a colleague: we know that we will not be able to contact him at this time.

In Outlook, these events are shown as horizontal bars across the top of the calendar. For example, "Shrovetide in Peterhof" by Eugene Onegin. You will not confuse it with rigidly planned affairs, but you will not forget it either.

4. "Flexible" tasks - cases that do not have a rigidly defined moment of execution. For example:

– specify the place of the negotiations: today;

– study the commercial offers of suppliers: by the end of the month.

However, “flexible” does not mean “not due” or “not important”. A task can have a due date; moreover, it can be burning, urgent. But she does not have a clear reference to time, it can be done at 11.00 and at 13.50 - at any time of the day.

In Outlook, such tasks appear to the right of the calendar, in the taskbar (which will be discussed in the next chapter). If the task has a due date, in Outlook 2013 it can be displayed under the corresponding day of the calendar, if you enable this option through the "View" menu, select "Normal" in the "List of tasks for the day" section.

5. Budgeted ("floating") tasks - tasks that do not have a hard deadline, but require the allocation of some time budget. For example:

- prepare a report - it will take 2-3 hours;

- make slides for the presentation - it takes about an hour;

– write an article – it takes 2 hours.

If the task is not very urgent or urgent, but will not take too long (brief phone call), we record it as flexible, in "Tasks". If the task requires a significant resource of time (more than an hour) and at the same time is quite urgent, it is useful to add it to the calendar as a budgeted one. Thus, we will be able to see whether we have enough time to fulfill it, whether our working day is realistically distributed. To distinguish budgeted tasks from tough meetings, we will highlight them in green.

Week planning

Now let's bring our tough, multi-day, and budgeted to-dos to Outlook. The algorithm is simple. First, let's set up the calendar so that it is convenient to work with it.

1. In the navigation area at the bottom of the screen, select Calendar.

2. On the control panel, select the item "Workweek". The calendar will take on the same form as that of Eugene Onegin: horizontally - days, vertically - hours.

3. You can select different periods in the 2013 version in the calendar displayed on the left. To open the display of the calendar in the To Do List, that is, to the right of the main calendar, you need to go to the "View" tab and select "To Do List", click "Calendar". Then on the right in the "To Do List" panel, you can select a specific date or week.

4. So that you are not tired of reminders of all meetings without exception, it is recommended to turn them off. To do this, right-click on the "Calendar" section in the bottom menu bar. In the Calendar section, uncheck the box next to Default Reminders.

Now let's create the first few appointments.

1. Select the time assigned for the meeting with the mouse in the desired day of the calendar.

2. On the resulting dark rectangle, right-click and select "Create appointment" from the menu.

6. To change the duration of a meeting, drag its bottom or top edge with the mouse and drag the edge to lengthen or shorten the meeting time.

7. To reschedule a meeting, grab the left edge of the meeting with the mouse and drag it to the desired day and time.

Mastering electronic planning requires some effort. After all, we were taught to write on paper from childhood, and we began to work on a computer at a later age. But, on the other hand, every change in a paper diary is crossing out and rewriting. In Outlook, you can react to any change in circumstances instantly by simply moving the relevant appointments.

Week planning rules

You need to work with the "Calendar" section daily. In the morning, view the list of flexible tasks in the taskbar to the right of the calendar (we will talk about this list in the next chapter). If any of them has become quite urgent and requires at least an hour to complete, create a budgeted (“floating” task instead of a flexible one).

After completing any major task, look at the "Calendar". You will see upcoming tough meetings or "floating" tasks and determine what is the best thing to do now.

Set aside no more than 60% of your day for tough meetings and floating tasks. At least 40% should be left for various unforeseen circumstances - both internal and external.

If you often leave the workplace, you need to worry about the "mobile version" of the calendar. Set up synchronization of Outlook with the calendar of your mobile phone - now most decent phone models can do this, not to mention smartphones and communicators.

Another option is to print the schedule from Outlook onto a sheet of A4 or A5 paper. Outlook allows you to flexibly customize the appearance of the printed document. For example, what days do you want to see in it; do you need only a calendar or a calendar with a taskbar; whether you need space for notes during the day, etc. Here, for example, is how the weekly calendar looks when printed out with the taskbar added to the right.

How to call meetings

When creating appointments and "floating" tasks, stick to a well-defined notation. Outlook is an extremely tidy and executive assistant secretary. But on one condition: if you talk to him in a language that he is able to understand.

All formulations must begin with a specific keyword, always in the nominative case. The keyword is separated by a colon; After the colon, you can add details related to the scheduled meeting. For example, yes.

Such a system is needed for searching by keywords. For example, you want to know how much time you spend communicating with Petrov's subordinate. Or in case of some dispute, you need to restore the history of relationships. In the search box in the "Calendar" you enter the keyword "Petrov:" and get a selection of all the meetings that were associated with this person.

Pay attention to the colon in the keywords - it is necessary for the search to return only those meetings where the word "Petrov:" is used as a keyword, and not those in which the words "Petrov", "Petrovsky", "Petrovka", etc. . P.

Similarly, you can get a picture of all past and future meetings for the Phoenix: project, Beta Leasing: client, your personal key area Health: or Family:, Hobby:, etc. One of the most important advantages of electronic planning over paper planning: you get a huge array of data for analysis and an accurate understanding of what your time is really spent on.

In Outlook 2013, to search for appointments by keyword in your calendar, you just need to enter the desired word in the corresponding field and click the magnifying glass image on the right.

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Business Book Description:

Many users of Microsoft Outlook are not even aware of the huge possibilities of this program in terms of organizing time - the time that we all lack so much.

Gleb Arkhangelsky, the initiator of the Russian TM movement, the founder of the Time Management Community, the head of corporate TM projects at RAO UES of Russia, PricewaterhouseCoopers, Wimm-Bill-Dann, and others, shares his experience in this area, CEO of the consulting company " Organization of time”, author of the book “Organization of time” and the bestseller “Time Drive”.

You'll learn how to best customize the different sections of Outlook, organize your appointments, tasks, contacts, mail, create custom views to fit your needs, and much, much more.

8th edition.

The presented fragment of the book is placed in agreement with the distributor of legal content LLC "LitRes" (no more than 20% of the original text). If you believe that the posting of material violates your or someone else's rights, then .

Many users of Microsoft Outlook are not even aware of the huge possibilities of this program in terms of organizing time - the time that we all lack so much.

Gleb Arkhangelsky, the initiator of the Russian TM movement, founder of the Time Management Community, head of corporate TM projects at RAO UES of Russia, PricewaterhouseCoopers, Wimm-Bill-Dann, and others, CEO of the consulting company Organization of Time, author of the book The Organization of Time (2003) and the bestseller Time Drive (2005).

You'll learn how to best customize different sections of Outlook, how to best organize your appointments, tasks, contacts, mail, how to keep track of various tasks, how to create custom views to fit your needs, and much, much more. The book can be recommended to all categories of managers, their assistants and just busy people who need to manage their time effectively.

From the author

This will require some effort, some self-discipline in following instructions. But, as the ascetic fathers used to say, the water that flows freely over the plain does not have the freedom to move upwards. When her freedom is restricted by putting up a dam, the water appears new freedom. Freedom of movement in a direction that was previously inaccessible.

In our case, this freedom is the freedom to achieve results. The freedom to always find time for what you want. Ultimately, the freedom to control yourself. With your time. With my life.

As they said at one of the TM trainings: “On one side of the scale is your life. On the other - your laziness. What you choose?"

Gleb Arkhangelsky.

Weekly circle Create your schedule with the "Calendar"

“We live in the great circle of life” - remember the song that begins the famous cartoon? This great circle is divided into several cycles - circles of a smaller scale: daily, weekly, annual.

Once upon a time, the weekly circle of most people was quite clearly defined. On Sunday or Saturday - worship and rest, on the appointed days - fasting, every Tuesday they bake pies and every Thursday they go to the river to wash clothes. Changes, if they did occur, were extremely rare - for example, a wandering preacher entered the village, and the people, leaving all their affairs, gathered in the square to listen to him.

Time formula. Time management on Outlook - Gleb Arkhangelsky (download)

(this is an introductory fragment of the book, ~20%)

Modern life, especially life in business, is a constant dynamic.

The pace of our working days is getting tougher and more intense every day. To tackle new challenges calmly and confidently, we need the right tools and the ability to use them.

I am pleased to present to the attention of readers the first Russian book on time management based on Microsoft Outlook 2010. A program that makes the life of a modern person more dynamic and mobile, and at the same time more comfortable.

I wish all readers of the "Formula of Time" to enjoy the original stories about how Gaius Julius Caesar, Eugene Onegin, Baron Munchausen and other remarkable people and literary characters could use Microsoft Outlook. Remember the main thing: knowledge should encourage action. After reading about the technology that you liked, about the element of the program that you had no idea how to use effectively before, try to try them out and implement them in your daily work. And when you start applying these technologies, you will become much more proficient in what you are doing today, whether it is business, education or anything else. So read and try!

With best regards,

Birger Sten, CEO of Microsoft in Russia and the CIS

Many users of Microsoft Outlook are not even aware of the huge possibilities of this program in terms of organizing time - the time that we all lack so much.

The design of the book used engravings by Albrecht Dürer, Hans Leonhard Scheifelein, Pieter Brueghel the Elder, Daniel Nikolaus Chodowiecki, Jean Auguste Dominique Ingres, Carl Julius Milde

Read and try!

Modern life, especially life in business, is a constant dynamic.

The pace of our working days is getting tougher and more intense every day. To tackle new challenges calmly and confidently, we need the right tools and the ability to use them.

I am pleased to present to the attention of readers the first Russian book on time management based on the Microsoft Outlook 2007 program. A program that makes the life of a modern person more dynamic and mobile, and at the same time more comfortable.

Microsof Outlook has long been familiar to the Russian user, but often its practical application implements only a small part of its capabilities. Gleb Arkhangelsky, a leading Russian expert in the field of time management, turned the usual approach to describing the program: taking effective self-organization technology as a basis, he showed how versatile, multi-valued, flexible tool Microsof Outlook can be, especially in its latest version.

This book is unique not only because it holistically and at the same time explains both the basic techniques of time management and their implementation based on Microsof Outlook 2007. The "Formula of Time" shows us the continuity of the culture of thought, the culture of planning, the culture of purposeful action through all times and eras. Only a unique software product, which is something more than just a set of technical improvements, can generate such an unexpected and vivid sociocultural resonance.

I wish all readers of "Formula of Time" to enjoy the original stories about how Gaius Julius Caesar, Eugene Onegin, Baron Munchausen and other remarkable people and literary characters could use Microsof Outlook 2007. Remember the main thing: knowledge should encourage action. After reading about the technology that you liked, about the element of the program that you had no idea how to use effectively before, try to try them out and implement them in your daily work. And when you start applying these technologies, you will become much more proficient in what you are doing today, whether it is business, education or anything else. So read and try!

With best regards,

Olga Dergunova, President of Microsof in Russia and the CIS

Categories

Editor's Choice

Time formula. Time management on Outlook - Gleb Arkhangelsky

This book is well complemented by:

Read and try!

From the author

Feedback

1. Weekly circle
Create your schedule with "Calendar"

How to catch the ball with the sovereign

Your personal weekly cycle

Week planning

Week planning rules

How to call meetings

Book author:

Chapter: ,

From the author

Weekly circle Create your schedule with the "Calendar"

Time formula. Time management on Outlook - Gleb Arkhangelsky (download)

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Categories

Editor's Choice

Time formula. Time management on Outlook - Gleb Arkhangelsky

This book is well complemented by:

Read and try!

From the author

Feedback

1. Weekly circle Create your schedule with "Calendar"

How to catch the ball with the sovereign

Your personal weekly cycle

Week planning

Week planning rules

How to call meetings

Book author:

Chapter: ,

From the author

Weekly circle Create your schedule with the "Calendar"

Time formula. Time management on Outlook - Gleb Arkhangelsky (download)

Search

Subscription

Popular entries

The last notes

1. Weekly circle
Create your schedule with "Calendar"