Be That Business Newsletter #11: Three Business Hacks around email and task management

This month, I bought a new phone. I use the Outlook app to manage all of my email addresses, and for some reason, the Outlook app on this new phone doesn't receive emails and alert me as often as my old phone. I can check emails, but, I only get an alert that an email has come in when I'm at my desk working on my computer.
This has translated to less interruptions when I'm away from my desk and 'not at work'. I've always worked from my home office even before the pandemic, so I've had trouble separating my work day from my not at work time. To have my new phone limit my email notifications has actually been a refreshing reminder that, when I'm not at work... I need to be NOT AT WORK!

Being able to step away from my 'work brain' involves being able to know that important emails and tasks can be earmarked for when I return. Part of my daily process is to do a 'brain dump' at 5:15... that is, I review my tasks and to-dos that I was not able to get to that day, and write those that are top priority for me to start with the next day in my productivity planner.
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But how do I keep tabs on all of my important emails and to-dos? This month's hacks are some of my favorite hacks on email and task management!
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3 Business Hacks:

1. Convert Emails to Tasks – I used to flag an email as important, but not clear out my inbox, and this had some disastrous effects. To change this, I began by archiving emails I had dealt with, and only left those that needed action in my inbox. This was better, but if I was waiting to hear back to complete the task, it sat in the inbox and could still get pushed down out of sight. And then I discovered tasks! I use Outlook, and I can simply drag an email into the "create task" button, and set a due date, priority etc, and voila! I have a task list, and I can clear out my inbox! My favorite part of Outlook tasks is that I can create my own categories! I create a category for each client, and when I begin work on one of my clients files, I can look at all the 'tasks' assigned to that client, all in one place! And I assign more than one category to each task. I have a category called "Clients" that a client task also gets tagged with. This way, not only can I sort by individual client, each day I can also look at all the 'client' tasks that need to be completed! I have a "Have I heard back" category to make sure that all the 'dominos' have fallen and a task does not get forgotten! I use different task views, such as all of them, or just what's due today, or what's due tomorrow, or this coming 7 days. I discovered Outlook tasks by stumbling upon this video by Randy Dean. If you don't use Outlook you can do something similar in Gmail! The categories option does not exist, but with Google Tasks, you can still convert an email to task, set a due date, create sub-tasks, and also click 'show tasks' on your calendar! Here's a video that digs into Google Tasks more. Probably most email management apps have some sort of task/to-do component for you to dig into and utilize!
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2. CHROME PROFILES!!! – Sorry to yell, but I have just this week discovered the convenience of Chrome Profiles! I stumbled across this hack as I was in an online group where someone asked about having two different companies open at the same time in QBO (Quickbooks Online). My answer was; this can only be done if you have a second browser open, (one in Chrome and another in Firefox for example). But I was WRONG! (Egad!) Another bookkeeper chimed in to correct me. "Actually, you can have as many companies open as you have Chrome Profiles. I have about 8!" I dug in further, and Chrome Profiles are even more handy than that! I have a personal Gmail and Google Drive, as well as a business Gmail/Drive. I've created a Personal Chrome Profile, and a business one, and I can have both Gmails open, both Drives open, and not have to log in and out! Each profile is colour coded, and I have all my work bookmarks in my bookmark bar on my work profile, and all my personal bookmarks in my personal profile! And you are not limited to associating a Chrome profile with a Gmail account! If you use Yahoo or Microsoft, you can still take advantage of this multiple Chrome profile set up! For me, this is a game changer! I love when I find out I'm wrong about something!
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3. ClickUp – I have begun organizing my ideas, my "look into's", my project plans, etc in an app called "ClickUp." I have the free version, and it's very robust. I have a few different 'spaces', such as one for work, and one for personal. It is a task management app that can be used to collaborate with teams and implement very complex project management and flows. I haven't mastered all of the bells and whistles, but I do enjoy using it to organize all of my project ideas and plans, including references and hacks to earmark for upcoming newsletters!

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What are your personal tips and tricks for managing your to-dos and emails? I'd love to share them in an upcoming newsletter, and give a shout out to your business!​​
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One more thought...
Work With The Situation: I enjoyed a conversation with my dad today, and he was telling me about taking advantage of a stormy situation. When he got up this morning, he saw that the weather forecast called for a morning of heavy rain. He had planned on mowing the lawn that morning, but because of the rainy forecast, he decided to take advantage of the situation. He filled up his bucket with soapy water and gave my mom's car a cleaning. He said, "It was very efficient... I didn't have to get out the hose to rinse the car off! The rain took care of it!" He is in Texas, and it was a very warm rainstorm! I just loved this story as a metaphor for tackling life's storms! Sometimes setbacks can actually be an opportunity, and efficiency can be found in some unexpected places! And my new phrase is now "If life gives you lemons... go wash your car!"

Be Intentional Today!
Get out there, and Be That Business That Thrives!