Editing multiple teams one by one is time consuming, especially when they all need the same inputs. The phenomenon is frustrating for administrators who are supposed to work in a fast-paced environment dealing with hundreds of thousands of teams. Ability to update a bunch of records in a snap reduces context switching and improves user efficiency.
All credit goes to Tim Ferriss, but this idea needs to be spread. The thing that keeps us from doing the high-leverage things that really push us forward in life is a concern for small issues. Someone is slightly disappointed because you were late, you didn't fulfill some obligation to perfection, you occasionally have to back out of an obligation--being concerned with this short-term, irrelevant bullshit keeps you from proactively choosing the most important tasks and knocking them out.SOURCE: https://tim.blog/2007/10/25/weapons-of-mass-distractions-and-the-art-of-letting-bad-things-happen/
In Outlook 365, you can create a structure of folders for organizing emails. Many people use the folder structure for archiving emails, but folders are also a great way to manage incoming emails as tasks and get them out of your inbox view. We're going to use these folders to do email triage, organize the messy inbox, and overcome email overload. To do this, create three new folders under your inbox folder. The first is a "To Do" folder, and the second and third are subfolders called "Follow Up" and "Someday." These loosely follow the Getting Things Done® or GTD® methodology of organizing tasks. Getting Things Done® and GTD® are registered trademarks of the David Allen Company. To create these folders:
Some emails don’t require an immediate response, but they do need to be handled before the time you have scheduled to review items in your to-do folder. These items can still be moved to your to-do folder so they’re not clogging your inbox, but you’ll want to make sure that you have a reminder to take care of them before a deadline. Create a reminder by adding these emails to Outlook’s task list:
Every task, every commitment should be written down. This frees your mind from the energy- and attention-sucking job of trying to remember. In his seminal book on productivity, Getting Things Done, David Allen points out how uncompleted commitments take up psychic energy, each one making you just the tiniest bit more tired, more distracted, and therefore less productive. He emphasizes that the first step to managing your life and time is getting every commitment, large and small, out of your head and into a trusted system. I use OmniFocus to capture these commitments, but you can start with a simple pen and paper.
The best way to hit the ground running is to start the night before. Before leaving your workspace, or before going to bed, take 10 minutes to look over the next day’s commitments. What appointments can’t be missed? What do you need to have with you for those appointments? (Make sure you’ve gathered those materials and have them ready to go.) What three to five tasks must get done? Decide what you’ll do first. Look at that to-do list and decide whether any tasks on it can be delegated to someone else (see number 9 below) or, even better, crossed off the list altogether (see number 10 below). The busier your day, the more important it is to do this quick survey the day or evening before. It means you waste no time in the morning deciding where to start, or gathering materials (and maybe discovering a crucial item isn’t available when you need it).
Taking time off is wonderful until the moment you open your email after returning to work. If you work in an email-heavy company, you may have received hundreds of emails while you were out of the office, and now you’re faced with the difficult task of sorting through each one. With Outlook’s clean-up function (introduced in Outlook 2010), you can drastically reduce the number of emails you have to deal with in just a few clicks—whether you're coming back from vacation or you just have too many emails piled up. The clean-up function removes all email replies that are duplicated in a later thread, allowing you to read a single thread instead of dozens of individual emails. To clean up your inbox quickly:
Unfortunately, not all emails in the workplace come with an unsubscribe link. Day after day, emails arrive in your inbox that are just a distraction. Some common examples include:
If you spend a lot of time typing the same answers to questions you get repeatedly, create Quick Parts to insert that text into email replies in just a few clicks. No need to keep typing the same thing over and over again or having to find an old response to copy and paste. When you’ve finished typing a response that you expect to need to send again, follow the steps below to save the text as a Quick Part:
Everyone of us has one or more tasks on our to-do list that we dread doing. Maybe it’s that unpleasant phone call you don’t want to make, or that blog post you’ve been putting off writing because you don’t know how to start, or that project that just overwhelms you because it’s so massive. Whatever it is, it hangs over your head, distracting you with guilt because it keeps getting pushed to the next day and the next. It’s time to end that cycle. Do it first thing. Writer Michael Hyatt talks about slaying your dragons before breakfast—there’s nothing more motivating for the rest of your day than crossing that monster off your list first thing in the morning. But many people instead of doing the tough tasks first, they do the easy ones. If you really want to be productive, there’re some tasks you shouldn’t do first in the morning: To Be More Productive, Never Do This To Start Your Morning So make that call. Pull out a piece of paper and brainstorm ideas for that blog post. Do something about that overwhelming task—maybe you can’t finish it in one day, but you can at least get started. Whatever it is, just do it. Then, let the satisfaction of crossing it off your list carry you into the rest of your busy day.