Sometimes it seems like 24 hours in a day is just not enough to get everything done. But, maybe it is not that we don’t have enough hours in the day…maybe it is just that we don’t use those hours efficiently enough (ok..I admit that this is not rocket science!). In an attempt to become more efficient myself I have been on the lookout for tools that I can use to cut down on the time it takes to do routine tasks and to become more organized.
Here are the tools and methods I have found to increase productivity:
Personal Journal:
One thing that I just started is keeping a journal. Every evening I spend about 20 minutes writing down what I did that day and what I need to do the following day. Then, when I get to work I don’t waste a lot of time figuring out where I am with various projects and what needs to be done. I have it right there in front of me.
As a corollary to this…I try not to leave things unfinished. It is usually easy to start on a project. However, new ideas come along and I get distracted (the “shiny object” syndrome rears its ugly head). So, I just make sure to have the old project listed at the top of the “to do” list and it is easier to stay focused and get it done.
Second Computer:
I wasn’t really thinking of this as a productivity booster, but at times I find it easier to use both my desktop and my laptop. For example, I create a lot of videos. Once a video is created, it has to render, which takes time. I can let that go on one computer and use the other one for the next thing I have to do. This is especially helpful if something takes a lot of computer resources. You can just go to the other computer and not be slowed down.
Now that I have my ipad I will have to see how I can fit that in as well!
Cool timer:
This is a free utility that puts a timer on your desktop. I have found that it is easier to work in chunks of time (somewhere I heard 33 minutes, but I don’t remember where). I just set the timer up for 33 minutes and get to work. At the end of that time I take a short break for coffee or something. During that time I just keep going. No email, no phone, no Facebook, nothing except what I am working on at the time. It really helps me stay focused and get things done. Until now I had been using the timer on the microwave to do it, but that is very inconvenient and sometimes I don’t hear it. This will be much better.
ShortKeys:
This is a handy utility which allows you to set up key phrases (short keys) for frequently typed text (of any length). Then, when you type in the key, it will automatically type in the text. It can save a lot of typing time for you. I have prepared a short demo.
Help Desk Software:
There is free help desk software that will allow you to organize your customer support, separate the business email from personal email, and save time by getting the message to the right staff person automatically and allowing your support staff to send canned responses to repetitive questions.
I created demo videos for 2 free help desk software programs:
HESK
This software was recommended to me. I checked it out and it seems to be a good solution for someone who wants a help desk but doesn’t want to pay a lot for it.
osTICKET
osTicket is a fairly popular free help desk software.
Free Password Saving/Form Filling Service (LastPass)
LastPass was recommended by a friend of mine. It is free for unlimited passwords and works on all browsers (unlike Roboform). I created a short video to demo its services.
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