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Using IT thoughtfully isn’t about perfect systems or mastering every new feature. It’s about reducing noise, making workloads clearer and giving leaders the space to focus on what matters. Start small, keep it simple, and let the tools you already have support you more effectively.
The challenge is knowing where to start. With so many productivity tools available, it’s easy to feel overwhelmed before you’ve even begun. The tips below offer a straightforward, practical approach.
- Start with one tool: rather than downloading every productivity app under the sun, choose one tool you can commit to using consistently. Microsoft To Do (available as a desktop app, mobile app and within Office.com), Planner (found inside Microsoft Teams and the web version of Microsoft 365) or the Tasks feature in Outlook (under the left-hand navigation panel) are great starting points. Each keeps tasks synced across your devices and helps ensure nothing slips through the cracks.
- Let your inbox support your workflow: Outlook includes several features that can dramatically reduce inbox noise. Focused Inbox can be switched on in View > Show Focused Inbox, categories can be applied from the ribbon, and rules are set under Settings > Mail > Rules. Pinned emails sit at the top of your inbox for easy access. With a little setup, Outlook becomes far more manageable.
- Use Teams as your organisationsl hub: Teams is more than a meeting platform; it’s a central workspace. You’ll find shared files in the Files tab for each channel, task lists in Planner/Tasks, and project discussions organised by channel topics. Instead of digging through old email threads, everything is stored in context where your team can find it.
- Automate repetitive tasks: Power Automate, available via Office.com or through the app launcher in Microsoft 365, allows you to automate repetitive tasks. Templates for actions like auto-saving attachments or notifying teams of approvals can be set up in minutes. These small workflows free up time for more valuable work.
- Capture information, don’t carry it: tools such as OneNote (found in the Office app launcher), Loop components (available in Teams chats and Outlook emails), and even voice notes in Teams chats provide quick, reliable ways to capture ideas before they disappear. Treat these tools as your external hard drive, somewhere safe to store thoughts so your mind can stay focused.
- Work in a way that suits how you think: If you’re someone who prefers visual organisation, Microsoft Whiteboard (accessible through Teams or its standalone app) and Planner (within Teams) let you map out work, track progress and identify bottlenecks more clearly. Visual tools can make complex workloads easier to understand and manage.
- Create space to reset: a short weekly review, this could be checking your Outlook calendar, revisiting tasks in To Do or Planner, or scanning upcoming deadlines. This can make the whole week feel more manageable. All these tools appear together in the Microsoft 365 web dashboard, making the reset simple and quick.