1. Always link a contact.
When the contact has been linked (with an email, task, etc.) it will become accessible for everyone and keep the contact history complete. There is never a (good) reason to not link a contact.
If the Rolodex card for the contact in question does not exist, a new Rolodex card can be created by way of the [+] button so that the contact can subsequently be linked.
2. Always link the project.
The same rule applies here as with the contact. It may be the case under rare circumstances that the project is not relevant.
3. Always first search for the contact or the project before creating one.
Pollution is not a result of having too many contacts or projects, but rather having duplicates or incomplete/ incorrect information. Therefore prevent having duplicates by always first searching a contact or project to see if a colleague has not already created one.
4. Archive everything within two weeks.
Emails have to be archived as soon as possible. If a particular action is required within that time span you can opt to leave the email for now. This should not take longer than two weeks, or else a task should be made to archive the email.
5. Creating tasks.
If a particular action in regards to an email is required, if there is a callback request, or if certain items have to be proof read, or any other task which come to mind,: make sure to create a task for those actions.
Creating a task for such actions has additional benefits, such as:
#Colleague’s would have insight into your tasks in case of your absence and if necessary continue your work.
#The history is easily accessible.
#There is insight on tasks that have been performed in the past which are related to a particular case.
#You will receive a reminder as soon as the task needs to be completed and thus making it easier to remember.
