In his own words, here's how he started getting things done in IBM Lotus Notes with eProductivity:
My company uses IBM Lotus Notes for email and calendaring. Lotus Notes v9 has evolved a lot compared to prior versions of Lotus Notes, however, it still provides what I would say are rudimentary To-Do list management and bare bones email processing. The volume of email hitting my inbox made it impossible to stay on top of my incoming email, which meant I was missing important To-Do's or actions that I needed to take on some emails because they were lost in the volume of emails where I was only cc'd and didn't need to take any specific action. I found myself constantly re-reading emails to remember what they were for, whether or not I had already actioned them or not. All-in-all, I was not very productive managing my incoming email.The volume of email hitting my inbox made it impossible to stay on top...Now, my email inbox is emptied by the end of each day.
I knew I had to do something different to keep up with the ever growing number of emails passing through my inbox. I knew there had to be a better way and that surely someone had written software to address these pain points. This quest led me to find the excellent book "Getting Things Done" by David Allen. The GTD system made a lot of sense to me, but I struggled how to implement these GTD concepts using Lotus Notes.
After googling around a bit, I found the eProductivity for IBM Notes Mail product, which has forever changed how I manage my email. Today, my email inbox is emptied by the end of each day by utilizing the GTD system in eProductivity. I drag emails to the left to create actions for future To-Do's and drag items to the right that I want to keep for future reference. Finally, I delete any email which I don't need to perform any action and do not need to keep for future reference. Using the Today view, I get an overview of my meetings scheduled for the day and/or any actions that I have due that day.
One of the best features of eProductivity IMHO, is the "Waiting for" action. I send a lot of emails where I need someone else to respond or take some action on my behalf. Before eProductivity, I relied on my memory to remember what I had asked for and whether or not I had received a response within the expected time frame. With eProductivity, I click one button that says "Waiting for" when I send the email and a future action is automatically created as a reminder that I'm waiting for something to be responded to.
Getting all of these actions and To-Do's out of my head and into the eProductivity system has allowed me to manage my email my more productively. I hope one day that my company adopts eProductivity company wide, but until then, I'm happy to pay out of pocket for eProductivity because it saves me the most valuable resource of all, my time!JT
Thanks for sharing your story, JT!
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Happy New Year!