The announcement makes it sound like this opens up a wide range of ways to extend what people can do with Outlook data. However, if people are actually using Outlook, those files are locked by Outlook and can’t be accessed without using the Microsoft APIs. And even if they could be accessed, I’m not sure what the value prop is in trying to write a better set of access methods than the APIs already in place. So, I don’t think this means very much for “live” instances of Outlook usage.

Read more here.

“Information, the very thing that makes it possible to be an engineer, a doctor, a lawyer, or any other kind of modern information worker, is threatening our ability to do our work. How’s that for irony?”

Definitely worth a read if you’re interested in how email and information overload are killing our productivity.  And there’s a mention of ClearContext to boot.

Photo: Fredrik Brodén

ClearContext v5: Simpler, Faster, Smarter

ClearContext v5: Single-Click Filing

ClearContext v5: Prioritization & Views

ClearContext v5: Streamlined & Smarter

If you haven’t already signed up for the v5 beta, send an email to beta at clearcontext dot com.

Turn off new mail notifications via Do Not Disturb so that you can work on your tasks without interruption. 

Open the ClearContext Dashboard and select a project to work on via the Topic drop down.  Work on your most important tasks for the project. 

To stay on top of email throughout the day, sort your Inbox by priority (ClearContext > Inbox Views) and review only your highest priority messages (in red and blue) as needed. 

Use the MessageContext to see emails, appointments and other related tasks to get the full context for the item you are working on.

One note on the Prioritized step above – if you look at a message during this phase, make sure that you act on any message you open just as you would in the manage phase.  You should strive to only touch an Inbox message once. 

By completing the Identify and Manage steps previously, you are free to focus on the work that is most important to you while staying in control of your email.

Act Immediately?

If the message doesn't have a Topic assigned to it, assign one.  IMS will link all future emails, tasks and appointments to this Topic. 

Reply to the message if you can do so in a minute or two.  IMS can automatically file the original message to a Topic folder for you. 

Delegate the email to someone else as appropriate. 

If no response is required, review the message and file it to a Topic folder. 

Act Later?

If the message doesn't have a Topic assigned to it, assign one.  IMS will link all future emails, tasks and appointments to this Topic. 

Defer messages that you aren't ready to deal with to a later date. 

Create a task from email that requires further action on your part. 

Schedule appointments from messages that require a meeting. 

No action required?

Unsubscribe from mailing lists or long email threads that you have no interest in. 

Delete messages that you don't need to keep for archiving purposes.

This phase is the bridge that moves you from sizing up your day to working on your most important projects.  Consider it blocking and tackling – quickly and efficiently move through your Inbox and put messages onto your calendar or your task list.  The end result will be a cleared Inbox and a prioritized task list, allowing you to focus on your work rather than your email. 

Review today's meetings and appointments.  Reschedule any conflicts. 

Review your Tasks and Actions list for the day.  Adjust due dates based on task and project priorities. 

Review your Alerts to see which messages demand immediate attention. 

Identify your highest priority messages so that you are prepared to manage your Inbox.

Taking this time in the morning to get your priorities in place is the key to a productive day.  Before you move on to manage your Inbox for the first time, work on one or two of your most important tasks.

First thing in the morning, identify the day's priorities:

1. Review your calendar 
2. Review your daily task list 
3. Review your alerts

Twice daily, manage your Inbox:

Quickly review each message and determine when you need to act on it:

1. Act immediately?  Reply, Delegate, or Review and File 
2. Act later?  Defer, Create a Task or Appointments 
3. No action required?  Unsubscribe or Delete

Throughout the day, succeed by focusing on what's important:

1. Work on your tasks by project 
2. Review high priority messages only 
3. View all related information on To Do's

Over the next few days, we will review each step in more detail.

1. Use AutoAssign to quickly file newsletters and other informational messages.
2. Prioritize your inbox and delete or file unwanted\low priority messages.
3. Manage your inbox, spending a minute or two on each conversation.  Delete, Reply, File, Defer, Unsubscribe or create a Task or Appointment and quickly move on.

For more detailed inbox triage tips, see Vacation Email Triage.