Outlook Productivity

Optimal Productivity.  Minimal Effort.

We do not offer in-person on-site workshops  at this time.

However, our blended online workshops are 100% in place and ready for you.
It is already being used by real clients, in virtual space.

Here’s what they say


Dr Henriëtte van den Berg
Manager: Future Generation Professoriate Mentorship Program
Senior Management. University of the Free State

“I want to thank you for the opportunity to participate in the Outlook Productivity on-line training course. The group of 15 colleagues that I mentor as part of the Future Generation Professoriate Mentoring group and who participated in the online Outlook Productivity experience have provided excellent feedback about the value of the course.

As you know, we have enrolled the group during the lockdown period to ensure that they can continue with their professional development during the period of self-isolation. The combination of individual learning activities (reading and watching videos with step-by-step guidelines) reinforced by group interaction worked really well for the group. The participants discovered how they can use the software they already had in a more productive way.

We want to thank you for the valuable and pleasant learning experience.”


Ms. Kgadi Senyatsi.
Head: Business Development

“When the lockdown struck, we at the  SA Pork Producers’ Organisation were  struck too.

As part of Business Development, one of our main focus areas is skills development. To fulfil our objective, we enrolled 12 of the Business Development team members  working from home, on the online Outlook Productivity programme so that they can exit the lockdown period with improved skills.

The team is very excited and appreciative of the skills acquired from the training received. They enjoy the self-study supported by online group conversations”.


Options for blended online in-house programmes  

  • All programmes are an online blend of individual work and participating in a structured group programme.
  • Participants have 24/7 online access to the content for one year and can work independently.
  • From directly in a lesson in the course they can post questions to the instructors and join a discussion about the specific topic.
  • They also follow a structured programme of 57-minute online group conversations (using Microsoft Teams or Zoom) for review, getting new concepts, sharing with colleagues, Q&A directly with instructor and making commitments of actions to take before the next session.

Option 1 – Outlook Productivity Essentials – 5 hours contact time in the online group sessions.

  • Workshop content at the end of this page.
  • General Outlook and other Windows productivity and time-saving tips.
  • Overview of 8 Work Habits (principles and processes) to increase and sustain productivity.
  • Productivity tips for using the modules of Outlook more effectively.
  • High performance email and workflow management.
  • How to organise, process and find email-based information more efficiently.
  • Basic email etiquette/protocol

Option 2 – Outlook Productivity Essentials: A Deeper Dive – 8 hours contact time in the online group sessions, plus pre- and post-workshop activities to fully customise your event.

  • Outlook Productivity Essentials (as in Option 1).


  • Exactly meeting your productivity improvement needs:
    • Pre-workshop survey to determine needs, current use of Outlook, general productivity-related matters, potential implementation obstacles.
    • Customized workshop using survey feedback.
    • Follow-up survey to see progress.
  • Generous time for practice and facilitator-guided implementation throughout workshop.
  • Working in pairs or triads on commonly-encountered implementation challenges (3-person teaching).
  • Preparing for anticipated obstacles to integration of new knowledge, skills and behaviour “back in the office” (as from the pre-workshop survey).
  • Detailed email etiquette/protocol discussion and implementation as applicable

Option 3 – Outlook Productivity with Projects – 8 hours contact time in the online group sessions.

  • Outlook Productivity Essentials (as in Option 1).


  • For your small projects (anything that takes more than one action to complete):
    • Identify, evaluate (Return on Effort) and plan small projects
    • Brainstorming and planning: mind mapping with free Xmind software
    • Create and use templates in Outlook for project coordination
    • Integrating Xmind and Outlook into a project coordination tool

(NOTE for MS OneNote (the best piece of software you have – but don’t know it): Outlook, Xmind and OneNote must be one of the most powerful combinations of tools to help you plan for and manage information for small projects. We can customise this workshop to include a module on using MS OneNote in your project environment – let’s discuss.)



Outlook Productivity Essentials – Notes and Workshop Content
Optimal productivity.  Minimal effort.

General Outlook and other Windows productivity and time-saving tips

  • Navigate and create new Outlook items 50% faster
  • Auto-create new items from any other source of information (Internet, Word, Outlook and more)
  • Time-saving keyboard shortcuts in Outlook and Windows

 Overview of Productivity Principles and 8 Basic Work Habits

  • Think Productive
  • Clarity
  • Alignment
  • Slow down to speed up
  • Focus
  • Flexibility
  • Completion
  • Learn and improve

High performance workflow management: Making things happen easier and faster than expected

  • A calm mind is a productive mind – get things out of your head and into your system
  • “Map for Action”: A system to transform chaos into order
  • Make your work visible and actionable. (Your Inbox is NOT your “To Do” list)
  • “Action management” vs “time management”

Using Outlook as a business productivity tool

  • Time-specific actions:  Calendar productivity tips
  • Action to be done as soon as possible: Tasks productivity tips
  • Prioritising your work
  • Delegate whenever you can, and follow up
  • Easily manage and communicate items to discuss with others.
  • Daily and weekly “review and preview” routines
  • Reference information can be kept in Notes

 How to organise and process your e-mail more efficiently

  • Email triage – high-level email processing
  • Structuring e-mail folders
  • Use “Rules” to stay on top of your mail
  • “Quick Steps” (Outlook 2010 and later)
  • Create a “Finding System” instead of a “Filing System”
  • Make your work visible and actionable from the Inbox to your Calendar and Tasks

Basic email etiquette

  • Managing expectations
  • CC and BCC mail
  • SHOUTING, acronyms, emoticons
  • Making the most of the subject line
  • Easy follow-up system using email


WHAT NEXT?  Let’s talk.

To arrange a conversation to explore if and how we can best serve you in the new era of online learning: