Monday 11 February 2013

The Joys and Frustrations of your Computer

Use your computer to be more efficient, not less! Here's how...

(Julie Jorgensen, Athlete Life Advisor HPSNZ)

 I was at work today when a colleague got close to throwing his computer out the window due to frustrations at not being able to get it to do what he wanted.  Can you relate?  Whether it is your computer, phone, or some other technical device, we've all had those window throwing thoughts at some stage or other.  So how can we minimise that, and get our computers, iphones and the like working for us?

 Here are a few general computer/phone ideas:

  • Try setting up a good filing system for your photos so they are easy to find. (Use folders and sub folders that are dated).  
  • Make sure your address book is current, and you delete details that no longer work (still getting bounce backs from someone you have emailed 5 times?)
  • When you write a letter or document save the file with the name of the person and the date (IE letter John Smith 10Feb10) so it is really easy to find later.  This is especially useful when you are liaising with people for whom you might need to reference back later.
  • Back up your files on a certain date (ie 1st of the month)
  • Alerts that pop up on your phone are great for keeping up to speed with what is coming in, but it can mean you never get away from it and some downtime is always good
  • Every few months (or years) go through your computer and get rid of all those old files, draft files and versions 1, 2 and 3 of the same thing that you don't need any more
What about when it crashes?

Okay, so you are in the middle of a document that you've been working on for ages when it freezes - HELP!
First of all, remember to save on a regular basis (great advice after it's already crashed)
Second, try CTRL+A (select your whole document), then copy and paste it into a new document, then SAVE.  Sometimes this will fix the glitch.
Third, before your rush to call IT Help or a friend, shut it down, restart and try again (9 times out of 10 this works)
Fourth, if you are working with a large document - be patient, your computer can't always keep up (as I found out today!)

What about email?  
How quickly do you think people expect a response to an email?  Well ideally within 24 hours but this isn't always realistic.  If someone emails you with a request, you can always send a quick reply letting them know you got their email, can't get back to them today, but will respond within a certain time frame.  People often create a perception of ones reliability, professionalism and communication based on the response time to things like phone calls, emails and text messages so it is worth considering how you want to operate and what is practical given your situation.  Also consider whether your response time is the same for personal v professional emails? 
The downside to this, is that you don't want to let your life be dictated by email, text and phones.  How often are you mid conversation with someone who gets a beep on their phone and HAS to check it?  Have you been known to do this yourself?  Or do you find yourself reading the same email in your inbox 4 or 5 times before you respond to it?  Not great efficiency! 

Outlook refers to the Four D's in their suggestions for Email efficiency:
1. Delete it
2. Do it
3. Delegate it

So don't forget to delete emails that you don't need to keep, reply as quickly as possible or let people know when you can respond BUT don't let you life be ruled by email - you don't have to jump every time it beeps!

Good luck!