Mislim da je sigurno reći da su gotovo svi koji su morali koristiti e-poštu na poslu koristili Microsoft Outlook . Bio sam jedan od mnogih ljudi koji su o tome naučili tek toliko da se mogu snaći, i nikad o tome nisu mislili kao o bilo čemu više od programa za e-poštu koji također može ispisivati ​​kalendare. Moj šef je znao manje o Microsoft Outlooku^{(Microsoft Outlook)} od mene, pa sam joj uvijek ispisivao kalendare odjela. Dakle, zamislite moje iznenađenje kada sam vidio naslov ove knjige! Koristite Microsoft Outlook za upravljanje vremenom i organizaciju? Ovo sam morao vidjeti. Mogu li ga na taj način koristiti čak i ljudi koji imaju samo osnovne vještine? Bio sam vrlo nestrpljiv da to saznam.

NAPOMENA:^(NOTE:) Knjigu ću od sada pa nadalje nazivati ​​Učinkovito upravljanje vremenom^{(Effective Time Management)} — na taj način oduzimam manje mog i vašeg vremena.

Nije potrebno stručno znanje

Uvod je bio vrlo ohrabrujući. Da, ova je knjiga za osobe s samo osnovnim vještinama Microsoft Outlooka . ^{(Microsoft Outlook)}Autori traže od čitatelja da razumije osnove, budući da ovo nije knjiga tipa "kako koristiti Microsoft Outlook počevši od prve" . ^{("how to use Microsoft Outlook starting from square one")}Jedini dio Microsoft Outlooka^{(Microsoft Outlook)} koji će biti objašnjen "od prvog klika"^{("from the very first click")} su Zadaci^(Tasks) , jer to je dio koji većina ljudi ili nije koristila ili nije koristila u velikoj mjeri. Autori kažu da je knjiga i za iskusni Microsoft Outlookkorisnika, jer predstavlja sustav organizacije i upravljanja vremenom koji je bolji i učinkovitiji, te može pokazati i najiskusnijem korisniku kako iz softvera izvući još više. S ovakvim uvodom želio sam pročitati više.

Svako poglavlje počinje pregledom kako problemi počinju, nakon čega slijedi odjeljak pod nazivom "Let's get started and change this!"i završava odjeljkom "Ti probaš"^{("You try it")} koji sažima ono što je poglavlje naučilo i daje čitatelju vođeni obilazak onoga što treba učiniti. Jedna od najboljih stvari u vezi knjige je to što nije vezana uz jednu određenu verziju. Ovdje se nalaze upute za Microsoft Outlook 2003, 2007 i 2010, tako da nitko ne bude isključen.

Ne utapajući se u e-poštu

Sviđa mi se slika "poplave e-pošte" u kojoj nas knjiga želi spriječiti da se svi ne utopimo. Za mnoge ljude to je jedini način da se to opiše. Vidio sam ljude kako pričaju o stotinama ili tisućama e-poruka koje još uvijek sjede u njihovoj pristigloj pošti i sve više pristižu. Ne postoji način na koji itko može pročitati svu tu e-poštu – ono što im treba je solidan, učinkovit način rješavanja onoga što je već tamo i spriječiti da se ponovno gomila. I, naravno, ako netko počne s "poplavom" e-pošte, stavljanje situacije pod kontrolu neće se dogoditi u trenu. Mora postojati plan korak po korak. Upravo to predviđa Effective Time Management . Autori identificiraju glavne uzroke problema (poput ometanja, klikanja "Odgovori svima",^{("Reply All,")}i nemate sustav za rad s dolaznom poštom), a zatim odvedite čitatelja kroz korake potrebne da shvatite što je već tu i postavite sustav kako se to više ne bi dogodilo. Stvarno mislim da će svatko tko odvoji vrijeme da pročita ovaj odjeljak i slijedi savjete autora (i, što je najvažnije, drži se njihova sustava) otkriti da funkcionira. Iskreni su o tome koliko će čitatelj morati promijeniti svoje ponašanje kako bi stvari doveo u red i zašto je bitno napraviti te promjene. Svaki potrebni korak (kao što je isključivanje obavijesti, odvajanje blokova vremena za rješavanje e-pošte i ostavljanje potpuno samog u svim ostalim trenucima te stvaranje podsjetnika, zadataka,^{(Microsoft Outlook)}. Oni govore o stvaranju vlastitog skupa mapa i označavanju važnih poruka kako ih ne biste zanemarili, što je nešto za što bih volio da sam znao dok sam koristio Microsoft Outlook na poslu. Postoje detaljne upute za postavljanje pravila tako da se poruke automatski razvrstavaju u odgovarajuće mape. To, više od svega drugog, može pomoći ukrotiti nered u pristigloj pošti i zadržati ljude usredotočenim na ono što je stvarno važno.

Držite svoje prioritete točno

Odjeljak o korištenju zadataka^(Tasks) za postavljanje prioriteta također dolazi točno na stvar i koristi primjer fiktivnog, trajno neorganiziranog radnika kako bi pokazao kako ometanje može imati ozbiljne posljedice. Zatim se čitatelja vodi kroz nekoliko metoda za određivanje koji su zadaci stvarno važni, a koji bi trebali imati prednost nad ostalima. To je nešto s čime većina ljudi ima problema — shvatiti što je stvarno važno, a što se može malo odgoditi dok se zadaci najvišeg prioriteta rješavaju. Autori ističu važnost zapisivanja stvari. Ovo je ključni koncept u nekoliko dobro poznatih sustava upravljanja vremenom, i to s pravom. Danas imamo previše toga za imati na umu, a ni Einstein ne bi mogao sve to riješiti. Pisanje^(Writing)stvari dolje je ključ. Autori idu dalje od jednostavnog čina pisanja i objašnjavaju kako i zašto ljudi trebaju imati napisane planove. Priznaju da početak izrade pisanih planova nije jednostavan zadatak kada to prije niste učinili, i objašnjavaju zašto je to bitno za dobro upravljanje vremenom. Učinkovito upravljanje vremenom^{(Effective Time Management)} opisuje jednostavan sustav za postavljanje termina i zadataka (i jasno objašnjava razliku između njih) i za postavljanje prikaza, filtara i kategorija kako biste bili sigurni da možete brzo i učinkovito pronaći točno one informacije koje su vam potrebne.

Kategorije, zadaci i vrijeme

Prva poglavlja u knjizi uglavnom se bave onim što Microsoft Outlook može učiniti na radnom mjestu. Počevši od poglavlja "Kako dobiti više vremena za ono što je bitno s učinkovitim planerom tjedna"^{("How to gain more time for what's essential with an effective week planner,")} , autori prelaze na opisivanje kako se Microsoft Outlook može koristiti i za planiranje neradnog vremena. Oni prolaze kroz potrebne korake za postavljanje kategorija i označavanje boja ako želite, kako bi vam pomogli u postavljanju prioriteta i organiziranju zadataka. Naglašavaju važnost tjednog planiranja i uključivanja vremena za osobne stvari kao što su vježbanje i obrazovanje kao dio cjelokupnog plana. U početku se može činiti čudnim stavljati osobne, neradne aktivnosti u Microsoft Outlooktjedni plan na poslu, ali autori jasno objašnjavaju zašto je to zapravo vrlo dobra ideja, naglašavajući važnost ravnoteže u profesionalnom i osobnom životu. Oni uzimaju u obzir činjenicu da sva radna mjesta ne dopuštaju privatno planiranje i da nemaju svi pristup svom radnom računalu izvan ureda, te daju strategije za rješavanje toga. Jasno je da oni dobro razumiju ne samo svoj predmet nego i stvarnost na radnom mjestu.

Planiranje u stvarnom životu

Priča o izmišljenom neorganiziranom radniku nastavlja se u poglavlju o planiranju stvarnog života. Većina ljudi zapravo ne zna koliko će vremena trajati neki zadatak jer je to vrlo rijedak zadatak koji stoji samostalno. Put do ureda također uključuje vrijeme za dolazak do auta, parkiranje automobila i odlazak do radnog mjesta, a mnogi ljudi misle samo na stvarno vrijeme vožnje. Ljudi se ometaju ili se događaju stvari koje uobičajeni radni dan dovode u potpuni nered. Ljudi rade ono što žele i nekako uspijevaju ne raditi stvari koje ne žele (što svakome kvari sve ovisno o tome kako se posao obavlja). U ovom odjeljku autori stvarno dobro sagledavaju ljudsku prirodu i pokazuju kako učinkovit dnevni plan može učiniti da sve teče mnogo lakše. Ovdje je ključno praćenje vremena potrebnog za svaki zadatak. Nema više procjena ili referentnih brojki – stvarna količina vremena za svaki zadatak od početka do kraja. U osnovi, autori žele da čitatelj stvori bazu podataka o vremenu, tako da umjesto da je samo nagađa ili krila, čitatelj može potražiti stvarnu količinu vremena za bilo koji zadatak i planirati u skladu s tim. Također traže od čitatelja da ocijeni svoje"Sati produktivnosti",^{("Productivity Hours,")} ono doba dana kada ljudi rade najbolje što mogu, i vlastiti "Sati poremećaja",^{("Disruption Hours,")} ono doba dana kada će najvjerojatnije biti prekinuti. Zatim su postavili plan za raspoređivanje blokova vremena bez prekida tijekom sati najveće produktivnosti, i priznaju da se to neće dogoditi preko noći jer po definiciji drugi ljudi moraju biti obučeni da vas ne ometaju dok radite. I naglašavaju važnost izgradnje u "bafer vremenu", tako da ako stvari potraju dulje od očekivanog, ostatak dana ne bude potpuno poremećen.

Sastanak, sastanak, tko ima sastanak?

Čini se da su sastanci životna činjenica u poslovanju i mogu biti ogromni gubici vremena i ubojice produktivnosti. Učinkovito upravljanje vremenom^{(Effective Time Management)} to potvrđuje i detaljno objašnjava kako postaviti sastanke putem Microsoft Outlooka^{(Microsoft Outlook)} i uskladiti vrijeme sastanaka s drugima. Njegov najvrjedniji savjet, međutim, može se sažeti u izjavu "Najbolji sastanci su oni koji se ne održavaju."^{("The best meetings are the ones that don't take place.")}Sastanci odvode ljude od posla, prekidaju tijek rada, previše se oslanjaju na to da će se svi moći pojaviti i sudjelovati na smislen način i zapravo koštaju tvrtku jer su ljudi na sastancima umjesto da rade svoj posao. Dakle, nakon što su objasnili kako postaviti zahtjeve za sastanke, autori predlažu da se sastanci zakazuju samo rijetko, a da se drugi načini komunikacije (kao što su Windows Live Meeting ili konferencijski pozivi) koriste što je više moguće. Ako su sastanci nužni, postoji plan kako bi oni mogli teći glatko i dati bolje rezultate. Ovo pokriva sve osnove i trebalo bi svima povećati produktivnost i izgubiti minimalno vrijeme. Bio bi to izvrstan resurs za svako radno mjesto.

Manje papira, veća produktivnost

Mnogi ljudi još uvijek radije drže svoje podatke na papiru (moram priznati da sam jedan od tih ljudi). Ali papiru je lako izgubiti trag i pogriješiti ga, a nakon nekog vremena, sama masa papira postaje toliko nezgrapna da bi se jednako tako mogla poslati u drobilicu. Učinkovito upravljanje vremenom^{(Effective Time Management)} postavlja metodu za učinkovito vođenje bilješki i učinkovito praćenje elektroničkih datoteka. Autori predlažu da čitatelj koristi Microsoft OneNote , ali priznaju da on nije uključen u mnoge verzije Microsoft Officea^{(Microsoft Office)} (osobito starija izdanja) i da se mora kupiti zasebno, što si mnogi ljudi ne mogu priuštiti. Volio bih da su autori ponudili neke prijedloge za alternative za Microsoft OneNote, budući da je očito vrlo koristan program i može se učinkovito integrirati s Microsoft Outlookom^{(Microsoft Outlook)} . Učinkovito upravljanje vremenom^{(Effective Time Management)} vodi čitatelja kroz korištenje Microsoft OneNotea^{(Microsoft OneNote)} za bilježenje, izradu planova, postavljanje kalendara i postavljanje strukturiranog i organiziranog sustava za praćenje svega. To jasno pokazuje prednosti korištenja elektroničkih bilješki i datoteka umjesto papira. Moram priznati da sam nakon što sam pročitao ovo poglavlje počeo drugačije razmišljati o svim svojim mapama punim bilješki i ispisa i počet ću tražiti Microsoft OneNote ili neki drugi sličan program koji će mi pomoći da učinkovitije pratim stvari.

Sumirajući sve

Učinkovito upravljanje vremenom^{(Effective Time Management)} završava kratkim poglavljem pod nazivom "Kako istinski imati koristi od ove knjige"^{("How to truly benefit from this book")} koje stavlja sva prethodna poglavlja u perspektivu i objašnjava najbolje načine da počnete koristiti Microsoft Outlook i Microsoft OneNote kako biste se organizirali u svom profesionalnom i osobnom životu. Autori jasno daju do znanja da ne očekuju da će se organizacija dogoditi preko noći i ne očekuju da će se to dogoditi bez odlučnosti čitatelja da to učini. Ali također objašnjavaju zašto je više nego vrijedno vremena i truda slijediti njihov plan. Čak i ako netko ne koristi Microsoft Outlook, ovaj plan može funkcionirati. Postoje i drugi programi koji nude uglavnom iste značajke, možda ne u tako prikladnom paketu, ali su ipak upotrebljivi. Razumijem da je fokus knjige na Microsoft Outlooku^{(Microsoft Outlook)} i Microsoft OneNoteu^{(Microsoft OneNote)} , ali mislim da bi bilo korisno da autori predlože nekoliko drugih programa koji bi se mogli koristiti za praćenje istog sustava čak i bez pune kopije Microsoft Officea^{(Microsoft Office)} pri ruci . Međutim, to je samo manji prijedlog i siguran sam da svatko tko je zainteresiran za praćenje ovog sustava može učiniti da radi s bilo kojim softverom koji ima pri ruci.

Presuda

Učinkovito upravljanje vremenom^{(Effective Time Management)} zaista je za svakoga. Svi možemo imati koristi od pronalaženja ravnoteže u svom profesionalnom i osobnom životu, od učinkovitijeg korištenja vremena i od najboljeg korištenja alata koje imamo pri ruci. Čak i ljudi koji su sigurni da imaju sve pod kontrolom mogu ovdje pronaći korisne prijedloge. Autori jasno razumiju i softver i ljudsku prirodu te pristupaju korak po korak i objašnjavaju zašto će ono što opisuju funkcionirati. Drago mi je što sam dobio priliku pregledati ovu knjigu jer sada mogu početi provoditi njezin plan kako bih učinkovitije upravljao svojim vremenom.

Book Review - Effective Time Management

I think it's safe to say that nearly everyone who's had to use email on the job has used Microsoft Outlook. I was one of many people who learned just enough about it to get by, and never thought of it as anything more than an email program that could also print calendars. My boss knew less about Microsoft Outlook than I did, so I always printed out the departmental calendars for her. So, imagine my surprise when I saw the title of this book! Using Microsoft Outlook for time management and organization? This, I had to see. Could it be used that way even by people with only basic skills? I was very eager to find out.

NOTE: I'm just going to refer to the book as Effective Time Management from here on out—thus taking up less of my time and yours.

No expertise required

The introduction was very reassuring. Yes, this book is for people with only basic Microsoft Outlook skills. The authors do ask that the reader understand the basics, since this is not a "how to use Microsoft Outlook starting from square one" type of book. The only part of Microsoft Outlook that will be explained "from the very first click" is Tasks, because that's the part that most people either haven't used or haven't used extensively. The authors say that the book is also for the experienced Microsoft Outlook user, because it presents a system of organization and time management that's better and more efficient, and may show even the most experienced user how to get even more out of the software. With this kind of introduction, I was eager to read more.

Each chapter starts with an overview of how problems start, followed by a section called "Let's get started and change this!" and ends with a "You try it" section that summarizes what the chapter has taught and gives the reader a guided tour of what needs to be done. One of the best things about the book is that it's not tied to one specific version. There are instructions in here for Microsoft Outlook 2003, 2007 and 2010, so no one gets shut out.

Not drowning in email

I like the image of the "email flood" that the book wants to keep us all from drowning in. For many people it's the only way to describe it. I've seen people talk about hundreds or thousands of emails still sitting in their Inbox and more pouring in all the time. There's no way anyone can read all that email—what they need is a solid, effective way to deal with what's already there, and keep it from piling up again. And, of course, if one starts with a "flood" of email, getting the situation under control isn't going to happen in a flash. There has to be a step by step plan. That's exactly what Effective Time Management lays out. The authors identify the main causes of the problem (like getting distracted, clicking "Reply All," and not having a system for dealing with incoming mail) and then take the reader through the steps necessary to get a handle on what's already there and set up a system so it doesn't happen again. I really think anyone who takes time to read through this section and follow the authors' advice (and, most important, stick with their system) will find that it works. They are honest about how much the reader is going to have to change his or her own behavior in order to get things in order, and why it's essential to make those changes. Each necessary step (like turning off notifications, setting aside blocks of time to deal with email and leaving it completely alone at all other times, and creating reminders, tasks, and appointments directly from incoming email) is described in detail for each version of Microsoft Outlook. They talk about creating your own set of folders and flagging important messages so you don't overlook them, which is something I wish I'd known about when I was using Microsoft Outlook at work. There are detailed instructions for setting up rules so that messages get sorted into appropriate folders automatically. That, more than anything else, can help tame the inbox clutter and keep people focused on what's really important.

Keeping your priorities straight

The section on using Tasks to set priorities also gets right to the point, and uses the example of a fictitious, perennially disorganized worker to show how getting distracted can have serious consequences. Then the reader is taken through several methods for determining what tasks are really important, and which should take precedence over others. This is something that most people have trouble with—figuring out what's really important and what can be put off a bit while the top priority tasks get taken care of. The authors stress the importance of writing things down. This is a key concept in several well known time-management systems, and quite rightly so. Nowadays, we just have too much to keep in mind, and not even Einstein could manage it all. Writing things down is the key. The authors go beyond the simple act of writing and explain how and why people should have written plans. They acknowledge that getting started on written plans is not a simple task when one hasn't done it before, and they explain why it's essential for good time management. Effective Time Management describes a straightforward system for setting up appointments and tasks (and clearly explains the difference between the two) and for setting up views, filters, and categories to make sure that you can find exactly the information you need quickly and efficiently.

Categories, tasks, and time

The first chapters in the book deal mainly with what Microsoft Outlook can do in a workplace. Starting with the chapter "How to gain more time for what's essential with an effective week planner," the authors move on to describe how Microsoft Outlook can be used to plan non-work time as well. They go through the necessary steps to set up categories, and to color-code them if you wish, to help with setting priorities and keeping tasks organized. They stress the importance of weekly planning, and of including time for personal matters such as exercise and education as part of the overall plan. It may seem odd at first to put personal, non-work activities on a Microsoft Outlook weekly plan at work, but the authors clearly explain why this is actually a very good idea, stressing the importance of balance in professional and personal lives. They do take note of the fact that not all workplaces allow private planning and not everyone has access to their work computer from outside the office, and they provide strategies for dealing with this. It is clear that they have a solid understanding not only of their subject but of the realities of the workplace.

Planning in real life

The story of the fictional disorganized worker continues in the chapter on real-life planning. Most people don't really know exactly how long any given task will take because it's a very rare task that stands alone. The trip to the office also includes time for getting to the car, parking the car, and walking to the workplace, and many people only think of the actual driving time. People get distracted, or things happen that put the usual work day into complete disarray. People do what they want to do and somehow manage not to do the things they don't want to do (which fouls everything up for anyone depending on that job getting done). In this section, the authors really take a good look at human nature and show how an effective day plan can make everything run so much more smoothly. Keeping accurate track of the time necessary for each task is the key here. No more estimates or ballpark figures—the actual amount of time for each task from start to finish. Essentially, the authors want the reader to create a time database, so instead of just guessing or winging it, the reader can look up the actual amount of time for any given task and plan accordingly. They also ask the reader to evaluate their own "Productivity Hours," those times of day when people function at their best, and their own "Disruption Hours," those times of day when they're most likely to be interrupted. Then they set out a plan for scheduling blocks of interruption-free time during peak productivity hours, and they acknowledge that this won't happen overnight since by definition other people have to be trained not to interrupt you while you're working. And they stress the importance of building in "buffer time," so that if things take longer than expected, the rest of the day doesn't get totally disrupted.

Meeting, meeting, who's got the meeting?

Meetings seem to be a fact of life in business, and they can be enormous time wasters and productivity killers. Effective Time Management acknowledges this and explains in detail how to set up meetings through Microsoft Outlook and coordinate meeting times with others. Its most valuable advice, though, can be summed up in the statement "The best meetings are the ones that don't take place." Meetings take people away from their jobs, interrupt the workflow, rely too much on everyone being able to show up and able to participate in a meaningful way, and actually cost a company money because people are in meetings instead of doing their jobs. So, after explaining how to set up meeting requests, the authors suggest that meetings be scheduled only rarely, and other means of communicating (such as Windows Live Meeting or conference calls) be used instead as much as possible. If meetings are necessary, there's a plan for making them run more smoothly and produce better results. This covers all the bases and should increase everyone's productivity and waste the minimum amount of time. It would be an excellent resource for any workplace.

Less paper, more productivity

Many people still prefer to keep their information on paper (I must admit to being one of those people). But paper's easy to lose track of and misfile, and after a while, the sheer mass of paper becomes so unwieldy that it might just as well be sent to the shredder. Effective Time Management sets out a method for taking effective notes and keeping track of electronic files efficiently. The authors suggest that the reader use Microsoft OneNote, but acknowledge that it isn't included in many versions of Microsoft Office (especially the older editions) and has to be purchased separately, which many people can't afford. I wish the authors had offered some suggestions for alternatives to Microsoft OneNote, since it's clearly a very useful program and can integrate effectively with Microsoft Outlook. Effective Time Management walks the reader through using Microsoft OneNote to take notes, make plans, set up calendars, and set up a structured and organized system for keeping track of everything. It clearly shows the advantages of using electronic notes and files instead of paper. I must admit I began to think differently about all my folders full of notes and printouts after I read this chapter, and I'm going to start looking into getting Microsoft OneNote or some other similar program to help me keep track of things more efficiently.

Summing it all up

Effective Time Management closes with a short chapter called "How to truly benefit from this book" that puts all the previous chapters in perspective and explains the best ways to get started using Microsoft Outlook and Microsoft OneNote to get organized in your professional and personal lives. The authors make it clear they don't expect the organization to happen overnight and they don't expect it to happen without the reader's determination to make it work. But they also explain why it's more than worth the time and effort to follow their plan. Even if one doesn't use Microsoft Outlook, this plan can work. There are other programs that offer much the same features, perhaps not in such a convenient package, but usable nonetheless. I understand that the book's focus is on Microsoft Outlook and Microsoft OneNote, but I think it would have been useful for the authors to suggest a few other programs that could be used to follow the same system even without a full copy of Microsoft Office on hand. That's just a minor suggestion, though, and I'm sure that anyone who's interested in following this system can make it work with whatever software they have on hand.

Verdict

Effective Time Management really is for everyone. We can all benefit from finding balance in our professional and personal lives, from using our time more efficiently, and from making the very best use of the tools we have at hand. Even people who are certain they've got everything under control can find useful suggestions here. The authors clearly understand both the software and human nature and take a step by step approach and explain why what they're describing will work. I'm glad I got a chance to review this book, because now I can start putting its plan into effect to get my own time managed more effectively.

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