Despite using the weekly review to identify and discard projects which did not fit in with my current 90 day Goals I still have a tendency to take I more than time allows. To overcome this I have been using Outlook 2007 to help manage my time and projects in conjunction with OneNote 2007 - here I will describe my current workflow. This is an subtle adjustment to my previous workflow with Outlook & OneNote - a lot of it remains unchanged.
I contniue to collect & process my inputs in OneNote. When I identify a next action now I use the outlook flag CTRL+SHIFT+5 to flag it as an action and have it show up in my Outlook to do list. I then set a context for it using Outlook. I then can filter my contexts in Outlook as needed.
If I identify a project I again flag it using CTRL+SHIFT+5 and open it in Outlook. I have a set of colour catagories in Outlook based on my Roles & Responsibilities eg .R&amp;amp;amp;R - Work & Career. For each project I decide what R&R it fits into and assign it.
I use Outlooks calendar for my hard landscape. I colour code commitments for the week using the same colour scheme as my R&R. In this example I've colour coded work commitements and R&R - Work & Career both green. It all comes togehter during my weekly review as described below:
Weekly Review Workflow:
1. Preview the weeks hard landscape:
So at present just a few commitments - mostly green i.e work.
2. I then open the To-Do bar in the calander view - and review each project.
3. I then L click and drag that project to a time slot on the calendar. This way I can assign some time to work on the project and ensure I do not overcommit & underdeliver.
When I come to work on the project I click on its appointment slot, this opens it so I can then click on the OneNote link and go straight to my notes and reference materials for it.
As the week goes by I keep a track of what I've been doing - filling in the time slots in outlook and colouring them as needed. If any new projects come up during the week I know if I have the time to do it or not, rather than just putting it on a project list and hoping to get it done.
By doing this for each project and using the colour codes I can get an overview of how my week is planned and I think more importantly if I am neglecting any roles & responsibilities I have.