Best Practices - Outlook & Deal Management
For those of you currently in PE, what best practices do you use to effectively manage your Outlook and stay on top of your deals (e.g., latest status, key transaction details, etc.)? Additionally, any tips on effectively keeping track of, prioritizing and executing outstanding tasks throughout your days / weeks when you are on multiple files?
Any tips or recommendations on specific functionalities or software you guys use on a day-to-day basis would be greatly appreciated.
Following
Good question, I recently started doing this and it's helped me get rid of all the noise.Always file emails for each deal/portco into their respective deal folder, but do it first when you come in the next day (not the day of), I've caught so many emails or items that were sent the day before which I didn't notice/save down (especially when you're getting 100-200 emails a day)
Keep your inbox clear, delete anything that can't be filed into a folder and that clears a ton of mental space
Folder management is firm specific, always follow the firm format but every folder has an archive folder and you should periodically move all older versions into the archive folder
If you're writing a memo, keep the final PDF/Word in the folder and archive everything else, but also save in the same folder the final financial model set to the base case with the title ABC_Financial_Model_vIC-Memo (June), this is helpful for future deals years down the road
Terrific response. Thank you, this is incredibly helpful. Any tips on organizing notes on the latest status, terms, etc. of each deal /.portco? Have heard of people using either Word or OneNote but curious to hear what others use and what worked best for them.
I have a TO DO folder in my inbox where I move all emails directed to me to have something done, and I check things off throughout the day. Other than clearing your inbox, that is probably the next best tip.
in terms of notes - I will admit I am not a great note taker. My seniors don't really ask me for my notes after cause they know they're not the best... I am working on it. I found OneNote to be an effective tool, but there's something else about written notes that just radiate better...
I've been structuring my notes below (OneNote/emails to yourself work as well) and it's been a good template.
People (just the most important people)
- MD
- SVP PortcoA
- Etc
Agenda
- Item A
- Item B
Item A (I.e. Financial performance)
- Financial performance has sucked because of A, B, C
Item B .. etc
Follow Ups/Action Items
- What does the group need to do based on what we learnt?
Miscellaneous adds from a VP:
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