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Submitted by Trhill9 on


How have other manged task delegations. I use Outlook Task, I use a notebook, I use a to do list. Outlook Task seems to be the best for me, but in keeping with emails and updates at times it can be hard. What have others used and what methods have been most effective for you?

Trh - CO Springs CO

sholden's picture
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I use Outlook. I have a @Waiting For ... category and I put that on all tasks that I have a 'legitimate need' to manage the delegation. I also attach a reminder to them with a due date. Then I review my @Waiting For items using a tool called Jello Dashboard (

I am still learning about what is a 'legitimate need' based on the coaching I'm getting from Mark/Mike & Other MT listeners via the Forums, Conference, and Podcasts.

Right now I am reviewing them in 1on1s if they are not brought up, and I'm definitely dropping my tracking of others work when I see them report on the item in their monthly status reports.

So far this approach has had an almost euphoric feeling like when you do a Getting Things Done (GTD) complete sweep for the first time.

- Steve

kklogic's picture

I just wrote an Access database using GTD that I think will be perfect for me. If anyone wants a copy, just PM and I'll send it.

LouFlorence's picture
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I have recently moved to GTD methods after years of various to-do and tracking schemes. For me, GTD was evolutionary, but had a few key ideas that were real eye-openers. Regardless of what system you use to track delegated actions, I recommend David Allen's "Getting Things Done." It is on the MT recommended booklist on this site.

My method is pretty basic. I have a spreadsheet with tabs for "Next Action" and "Waiting For." I handle delegations three ways.

First is a specific task that I will delegate and not follow up on because I have bigger fish to fry. These get a "next action" and then are erased after I delegate it.

Second are tasks I delegate and only have one item in the "waiting for" list to be sure I follow up.

Third are major tasks that I want to track and stay involved in. These are projects. Some of the actions are mine, and some belong to the delegatee. Making it a project means I have a manila folder for it and think about the whole project during weekly reviews. I've delegated it, but I'm still involved.

All of these get onto the lists and get updated by processing my inputs: my notebook, e-mail, voice mail and one-on-ones.

I'm sure this could be done much more elegantly than I do it. Here's the point -- I think the system and the habit of maintaining it are more important than the technology. Outlook can work -- just make it work for you.