eProductivity Weekly Tip: December 2, 2010   

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Weekly Tip: Information that is Good to Store in eProductivity Reference

After last week's Thanksgiving break, we're now resuming our eProductivity Reference tip series. In Part 2 today, we'll take a look at what kind of information is good to store in eProductivity Reference, and how that information can get there.

Previous articles in the eProductivity Reference tip series: Part 1
What Information to Store in eProductivity Reference
Non-actionable information is great to store in eProductivity Reference. That is, it's purely reference material and not something you directly need to get done.

The easiest way to understand this is through examples:
- Ideas, such as a running list of blogs posts topics you might like to write on one day
- Whitepapers in PDF form
- Slidedecks that you've found valuable
- Email newsletters with interesting articles
- Fun quotes
- Digital coupon codes

None of these items are directly actionable, but they're valuable to hang on to. For instance, your trigger lists of ideas that you've collected can really cut down the time you need to write that next article or blog post. eProductivity Reference provides a great way to store and categorize your items so that if you need to refer to them, you can find them easily.

Project Support Material
Project support material is a gray area. You may wish to store it in eProductivity Reference and use a Lotus Notes doclink to connect the information to your project. Or, you may wish to store the information in the project form itself. We may revisit this in a future tip.
Filing Emails into eProductivity Reference
So much information comes to us these days via email. With that in mind, eProductivity makes it easy to drag-and-drop emails into eProductivity Reference. Just follow these simple instructions to set up this feature.

Once set up, you can drop emails containing valuable, non-actionable material directly into eProductivity Reference. For example, let's say we've received this email that provides information on getting started with GTD. This is not actionable for us, but definitely something we'll want to hang on to.

So let's put it into eProductivity Reference. Just drag-and-drop the email onto the eProductivity Reference link...

Dragging an email into eProductivity Reference

...and a new Reference entry containing this information is immediately created.

New eProductivity Reference entry from email

The original email remains in your inbox, and you can choose to either delete it or move it elsewhere.

Now all this begs the question, should you file emails into eProductivity Reference or into email folders?
Storing Information from Emails in eProductivity Reference vs. Email Folders
There isn't a right or wrong answer to this question, as it comes down mostly to personal preference and workstyle. You can easily file non-actionable emails into an email folder rather than eProductivity Reference.

But eProductivity Reference offers a number of advantages. You can quickly edit the subject lines of your entries and categorize them in a number of ways, making them easier to find later. Also, getting emails out of your Lotus Notes mail file reduces the size of the mail file, which can speed it up and help you avoid any email quota issues.

A rule of thumb you might consider is this: Emails that you're saving for posterity, put in a folder. Emails that you're planning to refer to later, put into eProductivity Reference.
Until Next Week...
This week's tip provided thoughts on what kinds of information are best stored in eProductivity Reference. Part 3 coming soon!

If you have a tip to share or a topic you'd like to see covered, please let us know. We'd love to hear from you!