Microsoft Outlook is the preferred technology for many individuals and businesses to manage their information and communication. The reality is that most people probably utilise less than 20% of Outlook's capabilities. The “Getting Things Done with Microsoft Outlook” workshop combines proven productivity principles with the latent power of Microsoft Outlook.

This workshop is offered both as a public and in-house workshop.

Points of Fact


In 2004/5 Microsoft conducted a "Personal Productivity Challenge" survey among 38,112 information workers (703 from South Africa) across 200 countries. The results showed that technology, information management and communication are strong drivers for improving personal productivity.

It therefore makes perfect sense to assist Outlook users by optimising their use of the software they already own into a unified personal information management system. This can be achieved by using a globally proven and applauded methodology for high-performance workflow management to improve productivity. South African participants in the survey reported that 34% of their day is not productive!

The "Getting Things Done with Microsoft Outlook" workshop brings together the principles in David Allen's internationally best selling book "Getting Things Done" with the power of MS Outlook in a unique, integrated and highly user-friendly system.

Please note that when signing up for the Getting Things Done with Microsoft Outlook Workshop, you must know the basics of using and navigating in Outlook.

Past participants have described their experience as follows:

"My mind is calmer and I get things done quicker. You know the feeling that goes with being in control of one's in-box?? I have that feeling." - Leon Viret, Nampak, Bellville

"Thank you for all the reminders and tips. I feel more relaxed and I am much more productive. I also experience much more freedom." - Abrie de Villiers, Metropolitan, Cape Town

"One lady asked me yesterday "Why is your office so tidy over the last few days?". And I told her that I am having a new lease of life. This has cleared my mind and it seems that I am having more space to think and apply myself." - Vusi Motha, Liberty Group, Johannesburg

Like these people…

You’ll use the power of Microsoft Outlook as an integrated personal information manager and not just for e-mail and calendar like most other Outlook users.

Your e-mail system will be well-organised. By using a few simple ideas, processing and organising your e-mail becomes as easy as making a cup of coffee.

Your work will be much better organised. People sometimes say that being organised limits creativity and spontaneity. The exact opposite is true! When can you get dressed faster, creatively and with spontaneity – when your clothes are neatly organised in your cupboard or if everything is just lying on one big pile on the floor?

You’ll have the process in place to go back and de-clutter your desk , office, garage, home office and every other place where there is clutter. You’ll no longer be distracted by piles of stuff on your desk! The perspective and change of thinking you’ll get at this workshop will enable you to cut through clutter like a hot knife through butter.

You’ll become more relaxed and less stressed. Life will get more enjoyable as you change the fundamental way in which you work. Anyone of sound mind wants this and this is what we pass onto you at this workshop.

Your mind will become calm, allowing you to focus. Imagine being able to focus 100% of your attention on whatever is at hand, at your own choosing, without distraction? Most people we start working with say that their minds are pretty much like a white water river – lots going on in there! What will you see if you drop a pebble (or even a huge rock) into a white water river? Nothing. With a white water mind, you may just not be able to see or sense the impact that a new input (like the rock) has. With a mind that is like a calm pond, you’ll sense the smallest input. With a calm mind you’ll be ready to respond appropriately to new inputs.

You’ll experience what it means to get things done quicker. In a recent survey, our clients reported that they save between 20 and 90 minutes per day. 30 minutes was the average. 30 minutes a day you almost a whole extra month per year! Imagine what an extra month's production could mean for you in your business, career or family life?

You’ll be on top of your work and ready for anything that life throws at you! Life is fairly unpredictable, so to remain successful it’s vital that you’re so well prepared and organised that you can respond to new opportunities and unexpected inputs with the best possible results.

You’ll begin to profit from your investment in MS Outlook. Microsoft Outlook has been rated one of the most proficient pieces of software available on the market to help knowledge workers plan and organise their work in a watertight system. Why not learn how to truly use it to its full potential!?

More than 2000 people are already enjoying these results. Companies like Anglo American, Premier Foods, Sasol, Shell, Liberty Life, Sanlam, Caltex, Nampak, Metropolitan, University of Stellenbosch, Anglo Coal, ABSA, Spoornet, Impala Platinum, Woolworths, De Beers Marine, The Ford Foundation, Intel SA, Medscheme, Central University of Technology, Swiss-Re and PSP-ICON have invested in the development of their people's productivity.

[This is a one-day workshop that runs from 09:00 - 16:30.]

You can attend the public workshops in Cape Town and Johannesburg. The venue in Cape Town is at FTI in Greenwood Office Park, Kenilworth. In Johannesburg the venue is Conferencing on Katherine, in Sandton.

We deliberately limit the number of participants to a maximum of ten (10). This ensures that you’ll get all the individual attention you require.

Alternatively we can deliver your programme in-house, customising it for your special needs.

We follow a simple approach of "extended IN tray processing" to uncover the principles of effectively identifying, planning and organising your work. Using both traditional paper-based input as well as a series of e-mails, you quickly learn the fundamentals as you do these "hands on the keyboard" exercises.

There is opportunity for group discussion, as well as some "one-on-one coaching" in pairs.

At the end of the day you’ll take your day's work with you on a stiffy disk. You can transfer your work to your live system when you get back to your office.

You can bring your laptop – this will ensure even more immediate implementation. Please ensure that all functions of Outlook are working and available should you use your laptop in an Exchange Server environment. Remember to pack your power cable!

The manual and demonstrations have been designed for Outlook 2003, but even if you are using earlier versions, you’ll still get all the benefits of the workshop. The principles do not change from one version to the other! Our facilitators are experienced in Outlook 2002, XP and 2003 and will be able to assist you.

After the workshop, you’ll receive a series of ten short e-mails as refreshers. Our clients find this extremely useful. It supports them as they implement what they have learned.

You’ll also receive your copy of our newsletter with productivity tips and new developments every 6-8 weeks!

The fundamental methodology

• A new approach for a new reality;
• The five phases of high-performance workflow management.

Preparing your mind for improved focus and productivity

• What does your current world of work look like?
• Empty your mind and create a mind that is ready to respond appropriately to any input;
• Using Notes in Outlook for reference items in general and your mind dump specifically;
• Creating clarity about what results are to be achieved and the next actions required.

How to organise your information to serve you best in an unpredictable environment

• The value of "managing actions" vs. "managing time";
• Organise your information so you can "be where you are" both physically and mentally;
• How to set up MS Outlook as a total-life reminder system;
• Designing your action support system to allow you to thrive in your world of work.

Designing a workflow management system that will deliver on your requirements

• "Extended IN basket" processing (e-mail, voicemail, dictation, paper and other physical input, messages, interruptions, delegated work) to identify system elements;
• The vital elements you need to manage your work in a high-performance way;
• How to process new inputs by asking simple questions;
• How to organise your information for maximum operational readiness;
• The weekly review: A simple yet highly effective process to sustain your new habits.

How to integrate your new workflow management system in MS Outlook

• Processing more items in your "extended IN basket". From this flows: Basics, tips and tricks: Calendar, Tasks, Notes, Contacts, Inbox, Journal;
• Establishing your own "Implement Getting Things Done with MS Outlook" project;
• Process your "mind dump": create new projects and next actions for the "stuff" on your mind;
• How to create new items (e-mail, Tasks, Calendar items, Notes) from other items in Outlook.

How to deal with your e-mail more effectively

• Structuring your e-mail folders;
• Reference folders;
• Action folders;
• Sorting items in a folder;
• How to use "Rules" to stay on top of your mail;
• Applying the "Getting Things Done" methodology to your e-mail Inbox (when last did you have zero items in your Inbox?!);
• Creating Notes, Tasks, Calendar items and even new e-mails from items in your Inbox;
• Using Flags as reminders;
• Using colour coding as an organising tool.