Microsoft 365 Tips in Productivity for Busy Executives

Looming deadlines, an endless flow of information, and multiple tasks demanding our constant attention, we often feel unfocused, overwhelmed, and ineffective. In other words, we experience “executive skills malfunction.”

“Executive functioning” is the term psychologists use to describe how our brains work—specifically, the cognitive skills we use to organize our professional and personal lives, to make plans and then execute on them.

Unfortunately, the executive function part of the brain doesn’t always work the way we want it to. Oftentimes, our capacity for complex thinking and getting things done shuts down. We lose our ability to control our impulses and emotions, and to adjust our behavior positively to unexpected changes. Moreover, when this happens in a group or team, the ripple effect is an organizational culture where everyone is regularly working reactively rather than proactively.

Improve your organizational skills

At its peak capacity, your executive function helps you efficiently organize your thoughts and ideas. But if you’re consistently struggling to keep track of important information and relying on chaotic systems to stay on top of things, the following solutions are essential.

• OneNote is a great alternative to writing your ideas down or mapping things out visually on paper. It also helps you save, organize, and access all your memos in one secure place. Store your notes in a variety of formats, including hand-written texts, drawings, charts, and tables—as well as audio files, images, and videos.
• Microsoft List provides a simple and flexible way to manage the work data that matters to you and your team. Create, share, and track issues, contacts, and inventory to keep everyone aligned around what’s happening. For example, if your business loans laptops and smartphones to employees, use your app to create an asset list, noting who has each device, their assigned product number, and the date they were first assigned that product. Start quickly with ready-made templates or spreadsheet files, see recent and favorite lists, and even add photos with QR code support.

• Streamline planning, prioritization, and task management

  If you have trouble setting and reaching goals, making decisions about what to focus on now versus later, and just getting started on tasks, these digital tools can keep you productive and motivated.

  • Use the Microsoft TO DO app create and store all your individual tasks in one place—essentially using it as a smart daily planner. Create your tasks and sub-tasks in the app and make them meaningful by adding descriptions, photos, and files for reference. Simply open the app at the beginning of your day and it will help you map out everything that must be completed. Over time, this app will help you track your existing behavior patterns to create more productive habits, providing personalized suggestions on the most critical priorities for the day. Set up reminders for certain tasks, which will keep you accountable and more intentional about prioritizing your workflow.

  

  • Microsoft 365 Planner is an intuitive tool that uses Kanban boards and task notes packed with files, checklists, and labels, providing you with just enough information to overcome indecision and keep moving through your workday. It also offers many useful features—such as visual insights, email notifications, and the ability to assign individual tasks—to help you and your team avoid chaotic workflows. By following a structured checklist and crossing off completed tasks, you’ll fight procrastination and gain a sense of achievement.
  • Microsoft 365 Outlook is an essential tool for improving your ability to plan and prioritize. It helps you structure your time effectively with a comprehensive view of the days, weeks, and months ahead. Color code your calendar to schedule regular breaks in your day to spend time away from your devices or allot focus time for strategic thinking and deep work. Manage expectations by using a solution that shows your team when you’re busy and when you’re available.  
• Excerpt from Digital productivity tools to maximize your executive function skills Microsoft 365 Team May 12, 2021

• Contact us for a free 30 minute consultation on your productivity needs.