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TigerinATL
New Orleans Pelicans Fan
Member since Feb 2005
50399 posts

Best Email and Task Management solutions
Someone I regularly need information from is slow to respond to anyone because they are overloaded and I'd like to see if I can help them out with better email and task management.

One thing I'm sure is a problem is they're important enough to get CCed on a ton of email conversations that maybe they need access to but they don't really need to read 90% of the time. I also suspect they don't use anything more than a standard calendar app for task management. I personally find having a kanban style task board a necessity to keep me focused on the right things.

The solution doesn't have to be all in one app, strictly email or free. TIA


Ace Midnight
LSU Fan
Between sanity and madness
Member since Dec 2006
67232 posts

re: Best Email and Task Management solutions
I'm looking for something to help out my personal staff.

Wunderlist or Google Keep will get the first look from me. There are some Kanbanchi and Google calendar integration, as well.

What is the email environment? Exchange/Outlook? Because Outlook itself has a ton of features that can likely do what you want it to do with a little training and experimentation.


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Brisketeer
Oklahoma Fan
Texas
Member since Aug 2013
450 posts

re: Best Email and Task Management solutions
If you're on Office 365, you may take a look at MS Teams. It has that functionality and more. There are also many options from third parties like Trello and Smartsheet.


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Korkstand
LSU Fan
Plaquemine, LA
Member since Nov 2003
15922 posts

re: Best Email and Task Management solutions
I'm actually working on a GTD-style app right now. Yeah there are already tons of them, but I don't really like any of them. Also I'm going to make mine annoy me into staying on top of things.


Honestly, though, I don't think there will ever be some magic app to help someone be more productive. It requires a fundamental change in thinking and lifestyle.

I like GTD because it addresses what I think is the core reason for lost productivity: stress. Sometimes we know what's causing the bulk of it, but other times it's hard to pinpoint the cause. I think Allen is right in that we all have a bunch of "stuff", or "open loops" as he calls them, bogging us down. Our brains constantly churn on things in the background because we haven't decided on a plan of action for all of the things we have to do.

So, for me, the most critical change anyone can make to reduce stress and increase productivity is to capture absolutely everything in a system that you trust. Don't try to remember anything, our brains aren't good at it. At the risk of sounding like a fanboy, I'll quote Allen: "your mind is for having ideas, not holding them".

Creating the habit of collecting absolutely every bit of information that you might want to remember into whatever all-encompassing inbox tool you decide to use will do wonders for your productivity. New movie you want to see? Inbox. Meeting next week? Inbox. House renovations? Inbox. Absolutely everything, inbox. You have to train yourself to store everything in your system religiously, and you have to train yourself review it religiously, too. Once you've externalized all of these stressors, no matter how big or small, and you begin to trust the system to keep your stuff safe and organized, then you will be able to live and work with a clear mind.

Another critical aspect, once you've got all your stuff listed, is to make sure that you've identified and listed at least the very next action that you have to take for every active project. You don't have to plan out the whole project, but you need to at least take a minute to decide what is the very next physical thing you have to do to move each project along. Even if it's as simple as making a phone call or looking up some info, just put it in your system as a task that needs to be done. The satisfaction and encouragement you get from checking the smallest thing off your list goes a long way, and it makes you eager to decide on the next thing that needs to be done to move the project along.





TL;DR: The app doesn't matter so long as it is dead-simple and friction-free to add an item to a list, and that all your lists can go everywhere you do.


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WilliamTaylor21
LSU Fan
Everywhere
Member since Dec 2013
10051 posts

re: Best Email and Task Management solutions
quote:

kanban

I had never heard of a kanban board before my devops class. Crazy how effective something so simple can be.


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Hulkklogan
LSU Fan
Baton Rouge, LA
Member since Oct 2010
36871 posts
 Online 

re: Best Email and Task Management solutions
I use Planner in O365 for tasks that I need to dole out to other groups and for large projects. Outlook is my primary task management system for personal tasks and day-to-day nonsense
This post was edited on 3/28 at 7:11 pm


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Freauxzen
USA Fan
Utah
Member since Feb 2006
32969 posts

re: Best Email and Task Management solutions
quote:

I personally find having a kanban style task board a necessity to keep me focused on the right things.


Trello?

That's my jam. I pay for business class solo.

I forward project-based or multi steps emails to my board and work through it that way.


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