I was reading an article in Information Week appropriately titled, “Eaten by the Email Monster.” http://www.informationweek.com/blog/main/archives/2006/08/eaten_by_the_em.html It links to several useful articles on how to handle information overload. I thought I’d add my thoughts on how to efficiently process email: the 6-D Information Management System™: 1. DISCARD = Delete it 2. DELEGATE = Forward it 3. DO = Reply immediately if it will take you three minutes or less 4. DATE = Needs work but not now. The key is to somehow get it out of your in-box. Pick one favorite method and try to be consistent, so you don’t confuse your brain about what you did with that email. Options: * Move to a process folder called “Action” or … [Read more...]
My Favorite Way to Use Outlook Notes as Category Lists
I wanted to share my favorite Palm trick (I use MS Outlook and a Treo 700p). I was frustrated by being in the grocery store and not having my list with me. Then a friend would tell me her experience at a great restaurant, and darn if I couldn't remember the name when my husband asked where we should eat. We'd be at the video store and couldn't remember the name of the funny DVD my dad suggested. So, I created a Note in Outlook for each of these categories: 1. Books to read 2. Groceries to buy (even though “go to grocery store” may be a task, this list contains the individual items I need to remember to buy) 3. Shopping to do (a list of things I need to remember to get when I’m … [Read more...]
Test drive Microsoft Office 2007
http://www.microsoft.com/office/preview/beta/testdrive.mspx?showIntro=n Just for my readers...a FREE test drive of the new Microsoft Office 2007! This is BETA, but you are live in the applications. Test the new versions of Excel, PowerPoint, Word, Outlook, and many more! The tutorials provide lots of new ways to work in Office 2007. You can explore the new versions of Office in this fully functional Test Drive environment. Try this before downloading the new beta versions to your computer. Most other support applications like ACT or Quickbooks aren't ready for 2007, and you don't want to hose your mission-critical business systems. So try it---no risk---in your browser instead. … [Read more...]
Productivity Boost Using Three Screens Per Worker
I'm mulling about my monitor. I was reading an article at online.wsj.com/articles/talking_tech about a research study done by Microsoft's Center for Information Work, which looks at the way office workers use computers. They found that with three monitors per worker, productivity jumped NINE PERCENT. That's unreal. Nine percent might not seem like a lot to you, but it's getting to the point where it's really hard to squeeze a few extra productivity points out of workers, so that's a very large amount. When you look at the stock market trading floor, you see multiple monitors everywhere---that group has already realized it's required to see all that information. Perhaps I wouldn't have three monitors, but I'm seriously considering adding a second. It … [Read more...]
A First Look at the 2007 Microsoft Office System
I recently participated in the “Microsoft Office System Webcast: A First Look at the 2007 Microsoft Office System” that previewed some of the new features of Microsoft Office 2007. I’m excited about the changes I saw. While the move from Office 2000 to Office 2003 brought us mostly cosmetic changes, there is a lot of new, improved functionality in Office 2007. Here are some of my favorites: · The menu system is replaced by a “ribbon,” which is essentially a customized tool bar with buttons for each command. · The ribbon opens a series of “command tabs” that are contextual, meaning they only appear when you need them. So you don’t always have your menu bar cluttered up by a bunch of icons that are meaningless at the time. Each application has its own set of command … [Read more...]
Get out of town and take a vacation
Have you taken your allotted vacation time this year? If not, check out http://search.csmonitor.com/2006/0612/p13s02-wmgn.htm. I'm quoted on my advice for a 10-day vacation, but it's easy to miss within the article. I've always thought one week was too short for a vacation, but two weeks seemed a bit too long, especially if I don't have my children with me. So I've come to enjoy a compromise at 10 days. It's long enough where I can relax and forget what day it is but short enough where I don't come back to an overwhelming workload. If you take these 10 days tagged on to Memorial Day weekend, July 4 weekend, or Labor Day weekend, you end up with 2 full weeks and three weekends, which gives you time at the end of your vacation to get organized and back … [Read more...]
Wi-fi on airplanes: a much-needed productivity boost!
http://www.usatoday.com/tech/wireless/2006-06-05-inflight-broadband_x.htm Following a winning $31.3 million-dollar bid, AirCell, a Colorado-based company that provides wireless services for corporate jets, is now poised to provide wireless service on public airliners as early as 2007. This would be absolutely amazing for personal productivity, allowing you to do the same work you do in the office, on your Blackberry, in the hotel, at Starbucks and in the airport lounge. Bravo! Many people complain about travel, citing a huge productivity drain. Now they won't have anything to blame, and the excuse will vanish. The real reason for not getting work done will emerge: a good book, a stiff drink, the prospect of a nap. NOW we'll see where the rubber hits the … [Read more...]
When are IT pros going to stop sabotaging worker productivity?
For years, I've heard employees in my productivity seminars complaining about their IT departments. Some of these complaints I believe have valid justifications, and I stick up for IT: COMPLAINT: IT won't let them load personal software. JUSTIFIED! Doing so would create a staffing nightmare as workers seek help on non-supported applications. Could also create security concerns and open the door to system viruses. COMPLAINT: IT restricts access to certain Internet sites JUSTIFIED! I can't think of a good reason why employees would need to watch X-rated videos at work. COMPLAINT: IT doesn't upgrade their operating systems and software to the newest version for years after the release. JUSTIFIED! You don't need new technology for the sake of new technology. There must … [Read more...]
Research confirms IM is bad for productivity
http://interruptions.net/literature/Speier-ICIS97-p21-speier.pdf This is an academic paper, so you probably won't want to read the entire thing, but the results of the research have interesting implications for "organizational electronic mail systems that have been implemented to enhance productivity." I've always said that workers should disable the global alerts in Outlook that notify them every time a new message is received. Now this study confirms how bad desktop alerts are on concentration and productivity! The findings from this research suggest that instant notification features be disabled in order to avoid exacerbating the number of interruptions knowledge workers receive. Go to Tools, Options, Preferences tab, Email options, advanced email options, … [Read more...]
Never Check Email in the Morning? Who made that rule?
Karen Hoffman asks “Okay, readers… on the 17th I said I had bought Julie Morgenstern’s latest book, “Never Check E-Mail in the Morning and Other Unexpected Strategies for Making Your Work Life Work.“ …on page 97… she suggests we resist e-mail for the first hour of the day… why? She states that e-mail is the world’s most convenient procrastination device. She says the most dramatic, effective way to boost your productivity is to completely avoid e-mail the first hour and instead devote that first hour every day to your most critical task. According to Julie, by concentrating on a critical task the day starts with you in charge of it, rather then the other way around. Thoughts? Comments? “ Answer: whether you should check email in the morning depends on a myriad of factors, so it’s not … [Read more...]
