Implementing Getting Things Done using Outlook 2007

Simon Guest is a Group Program Manager in the Architecture Strategy team at Microsoft.  He has written a great post on his blog, simon, says on how to implement GTD in Outlook 2007.  Since I use ClearContext there are a number of requirements that are met by that product, but overall Simon has delivered a really thoughtful analysis of his requirements and details on how to implement them in Outlook 2007:

“Last week, I made the switch from Office 2003 to Office 2007 Beta 2.  Prior to the upgrade I was organizing my “stuff to do” using David Allen”™s Getting Things Done (GTD) methodology and using the NetCentrics GTD Add In for Outlook.  Unfortunately, as I discovered after the upgrade was complete, the NetCentrics GTD Add In is not yet compatible with Outlook 2007.  They have plans to release an upgrade, but closer to RTM. 

My Requirements

Not wanting to revert back to Outlook 2003, yet still wanting to implement GTD style functions in Outlook, I wanted to see whether I could implement a system that takes advantage of some of the new features in Outlook 2007 (such as the improved categorization for items) without requiring any custom Add-Ins for Outlook.

To start, I drew up a list of ten requirements I needed for implementing GTD using Outlook:

1.       File Email.  I want to set a project (e.g. TechEd) for an Email and then file it to a searchable folder.

2.       Create Task from Email.  I want to set a project and action for an Email (e.g. TechEd, @Office) and then convert the Email to a task item.

3.       Filter Filed Email and Tasks.  I want to filter my filed emails and tasks, both on project and action as applicable.

4.       Create Waiting For Tasks.  I want to create a “Waiting For” task when I send or reply to an Email that delegates an action to someone else.

5.       Create Tasks from Any Machine.  I want a quick way of assigning new tasks from any machine, and ideally any Email account.  (For example, sending myself a task from my Pocket PC Phone when I”™m on the road)

6.       Sync with PDA.  I want all my tasks to synchronize with my Pocket PC ”“ and with the ability to filter on both project and action.

7.       Works with the Command Line.  I want to implement a system that also supports my command line add-in from an earlier post.

8.       Supports Keyboard Shortcuts.  I want to use keyboard shortcuts for everything above.  I need a rapid fire way of going through my Email box without using the mouse.

9.       Leverages New Features in Outlook 2007.  I”™d like to leverage the new features of Outlook 2007 (e.g. the ToDo bar) if possible.

10.   No Add Ins.  I want to avoid a COM Add In, although rules and VBA macros are OK.”