If you have not already done so, take time now to create a master list of contexts. Make sure you color-code the contexts (especially the major contexts) as you define them. These are the contexts you choose from when you process your tasks.

  1. Open Outlook in the task list view.
  2. Create a new dummy task.
  3. Right-click on the task.
  4. Hover over Categorize
  5. Click on All Categories
  6. Delete all categories you aren’t currently using as contexts (but leave categories you need for your Outlook Contacts, if any).
  7. Click on the New button.
  8. Enter a new context name.
  9. Assign a color to the context (especially if it is a major context). This will help you to visualize the separate areas of your life when you look at your strategic calendar.
  10. Add TRO contexts, including all of the following:
    • Major contexts.
    • Meeting contexts
    • 1-1 contexts.
    • Action contexts.