Message #60711

[itsme_calista]

I use Outlook heavily, and have a few sub folders; My boss's, and 5 other Directors plus one or two other "project" folders.  Outlook automatically directs these emails based on the person or keywords.  I also use the "flags" in outlook a lot to keep on top of work to be actioned.  Once an item has been dealt with it gets moved into the archive system where the folders replicate my inbox.  Only email that is current stays in the inbox.

I have two trays on my desk; work in progress and filing/pending.  I do my filing on a daily basis so the bottom tray is virtually always empty, and the top try only has current projects/action items in.

I have three filing cabinets that contain all my depot information, cheque requests, archive folders and payroll amendments.  I also have a large bookshelf with lever arch files for all my minutes, reports, capital expenditure requests, and Director reports.

I use the calender in outlook for deadlines for reports as well and staff whereabouts, and I also have a hard copy diary that I add various things to.  We operate a "Dolly Trolley" which is the bring forward system.  It is meant for items for my Boss but I actually use it more than he does for reports, emails asking Directors to submit information to me etc.

I definitely agree with the lists.  I have a Things to do book, which I update daily, I use an A4 pad for project notes and a shorthand notepad for telephone calls and quick requests.  I keep trying to eliminate one of the pads but fail each time.