Everyone is looking for more time to do the things they want and need to do. One way to get more time is to spend less time on tasks that could be done better and more easily by another method. For example, intelligent use of a computer can greatly reduce the time spent searching for information or performing repetitive tasks. Almost everyone has access to a computer, and most computers will have one or more applications available to save time. Here are some ideas on how the computer can save you time.
1. Use spreadsheets to make lists, create budgets, and keep track of multiple items.
The spreadsheets have built-in functions to help make math easier without a calculator. If database functions are also used, the information stored in the spreadsheet can be viewed in multiple ways.
2. Use standardized forms and checklists for work and planning that is repetitive.
This saves time because some of the thinking is removed from the process. Instead of trying to remember everything, the form or checklist acts as a pointer to the information needed.
3. Use email instead of the phone to save time and increase accuracy.
Stating what is needed or delivering the message in an email is faster than picking up the phone and playing phone tag or leaving an unplanned voicemail. It also provides the opportunity to check spelling and review the text before sending it to avoid possible confusion.
4. Use a contact management database for quick search of key information about people.
Contact management databases have address information, notes, and reminder capabilities to keep you up to date with customers, vendors, and other key people. Most email or calendar tools have a built-in mini-contact database called an address book, which allows you to save your name and email id. Many also include the phone number, company, job title, and areas where other information can be entered. Using a contact database reduces the time it takes to create emails and avoids typos.
5. Use form letters in a word processing application to reduce the time spent developing similar communications.
By creating form letters, you can significantly reduce the time spent sending the same type of letters, memos, and emails. If the application has a merge utility, you can also add names and other data to printed documents using a contact management database or data table. Also check messages for grammar and spelling before copying, pasting, or sending them to an email tool. For emails where a word processing application is not available, save the standard email in the “draft” folder, then edit the key information before clicking send.
If it’s hard to figure out what an app does, try using the “Help” feature which is usually found in the top menu bar of the app. If computer training is necessary to get comfortable using the above tools, then spend the time wisely by taking a course or reading a book. It may take some time, but beginning to explore computer-based options for using time wisely may be the best option for improving time management in the future.
Next time, before you go looking for information, check out that computer and see which of these few ideas are available. Then find more time to accomplish the things you want and need by spending less time on repetitive tasks that could be done better and more easily using the computer. Remember; don’t let the available time go to waste every time there is another method to try.