Never retype
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or, type once, use often
You can copy and paste text and graphics from one program to another (including from the Internet to a word processor for example). Or, you can export and import data among applications (for example, from a database to a spreadsheet). If you have a long company name, phrase, or other text you use often, make it an autotext entry. While it’s hard to know what you don’t know, this is one way to figure out where there’s probably a tool or process that will help you work smarter. Just find where you’re retyping the same information and then figure out how to have the computer store/re-enter it. I scored a –3 on a typing test so this is definitely a big one for me. If you ever find yourself retyping, contact me and I’ll find a way around it.
How have you saved time/frustration letting the computer enter?
CONTROL Information Overload – Learning
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That’s life-long learning. Because anything you know now, will be obsolete before you’ve had a chance to forget it.
So, basically, as soon as you know something, assume it’s outdated. Just keep learning. And, have strategies in mind for what you’ll learn and the timeframe you have to learn it.
For example, every year I tried to choose one area of my business to study. One year it might have been marketing, another it might have been business management. Naturally, I continued to learn new things about technology and how to use it to achieve goals every day. But, using the different hats I wore gave me a way to focus on the information that would benefit me the most at the time.
Now that I manage a dental practice, I find those strategies still work. I wear nearly as many hats in this job as I did as a computer consultant and trainer. One minute I’m doing bookkeeping, the next I’m solving a computer problem, and the next I’m explaining insurance benefits to a patient.
I also use those different hats and what I call just-in-time learning to manage the volumes of things I need to learn. I look at what I’m trying to do and figure out what I need to learn to accomplish those goals. Then, I learn it. I stay aware of what else is out there so if (actually, when) the unexpected comes up, I know what options I have to take advantage of new opportunities.
You may get tired of hearing it, but this is another way I’m using The Personal Brain to manage things. I put in all the topics I want to study along with either links to the information (online or on my computer) or paste the information directly into the program. I can even use it to keep track of books and other physical information.
What hats do you wear and how can they help you control what you need to learn?
Well, those are my strategies to take CONTROL of information overload. I’d love for you to share your strategies.
CONTROL Information Overload – Organize
By · CommentsOrganizing comes down to one simple (though not easy) rule – have a place for things.
Have systems in place in advance of acquiring a piece of information, an object, or whatever. Have a filing system that works for you – that means when you want to keep something, you know where to put it so you’ll find it again (after all, finding it again is the whole point to filing). That filing system is not only for paper, it’s for your electronic files as well. Most people I know have thousands of files on their hard disks and no clue what they have. The longer we’ve been using a computer, the more files we have. Have a system for organizing those files and for deleting the ones you don’t need anymore. (P.S. Don’t forget to back up all those files regularly!)
For a software program to help you manage your paper files (and just about everything else), you can’t do better than The Paper Tiger. I’ve been using it for years to keep up with my Action and Reference files especially.
I’m also experimenting with how The Personal Brain can help me be more organized. I’ll let you know if I make any progress.
But, don’t stop with paper files (and electronic files, of course). Organize your books, CD’s and DVD’s, supplies, and just about anything else you collect. I keep all of my software programs in notebooks (at least the ones that still come on disc). I have a file with all my software licenses. Recently, I organized all the pieces of hardware I’ve been collecting over the years (power cables, routers, USB cables, network cables, etc.). I can actually find what I need now!
What have you been struggling to find lately? What tools will help you create a place for things (before you need it)?
CONTROL Information Overload – Resources
By · CommentsThis is where technology comes in – you knew it had to actually help in controlling the mess it creates.
The first area where technology can help tame the beast it has unleashed is the Internet. Figure out what search engines will give you the information you need — there are plenty of specialty search engines out there (for example, SearchEngineWatch offers a few and SearchEngineGuide has dozens). So, when you need to do some research, you’re able to hone in on the information that is most relevant to you. Use Favorites/Bookmarks to go back to useful sites. But, don’t just add a site to your Favorites list and forget it. Organize them. Create folders and subfolders so you have some hope of finding the site again. There are lots of search tools available that go beyond the standard search engines. Some are software solutions, some are vortals (industry-specific portals with links to lots of sites of interest to that industry), some are sites that will help you search, and more.
The Internet lets me have that just-in-time information. I don’t need to keep nearly as many reference files as I once did. Years ago, I had the wonderful experience of throwing away about 10 feet of magazines. It was such a great feeling. I realized I had access to all that material on the Internet.
The second area where technology can help is the use of email filters and rules. Most of us get at least dozens (some get hundreds) of email messages a day. You can use filters and rules to manage these messages before you even see them. You can have junk mail deleted automatically, messages redirected to specified folders, and messages color-coded based on the sender or subject. You can also filter, redirect, or color-code based on the recipient. So, you can use different email addresses for different purposes. For example, if you want to get newsletters but want to read them when it’s convenient to you, not necessarily when they come in, just use an address for them and have Outlook redirect them to a reading folder.
A third area is through the elimination of paper. Although I still get paper magazines, when I find a story I want to keep, I go the magazine’s website and save the article on my computer (making sure I copy the web address as well for reference). This lets me eliminate the paper, search for articles with specific keywords, and cut and paste quotes without retyping. One of my projects is to scan in some of the paper documents I have so I can gain those benefits with existing paper information.
A fourth area is critical – have all of your contact information in a program that helps you with follow-up (a contact manager like ACT! or Outlook, etc.). These programs let you have all the information in one place, a way to make notes about your dealings with the person, options to write them (paper, fax, or email), create reminders for follow-up, and lots more. If you’re using Outlook, look beyond the first tab on the contact record. You’ll be amazed at how much is there. One of the common casualties of information overload is timely follow-up. These programs help you stay on top of that follow-up.
Finally, I don’t know anyone who manages information overload better than Jeff Davidson. His website, BreathingSpace, has tons of resources (and he really does walk the talk).
What tools and practices do you have to help you with your time management? How can you improve? What are your biggest stumbling blocks?
Concepts, then keystrokes
By · CommentsLearn the concepts first; then, learn the keystrokes when you need them
I call it Just-in-time learning – there’s no point in learning keystrokes you don’t need or won’t use in the near future since you’ll forget them. A better strategy is to gain a grasp of features and potential benefits. Then, when you’re ready to take advantage of those benefits, learn the keystrokes for the features. In the meantime, something new/better may have come along.
What are you ready to learn?
CONTROL Information Overload – Time
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Use the tools of time management to help you manage your information as well. Since the deluge of information people have to manage every day is one of their biggest time-wasters, it makes sense to use these tools to take control of that deluge. So, have clear goals, create to-do lists, prioritize your efforts, schedule your activities (including reading time), minimize interruptions, say “no” when appropriate, eliminate the little time-wasters throughout the day, and get help from others to better manage your time. The key is to have a system that works for you.
CONTROL Information Overload – Network
By · CommentsNetwork of Experts
I call it “just-in-time information” – get the information you need when you need it. In a college management class, one of the most important things the instructor taught me was you don’t have to know it all – you just have to know how to find out (in a timely manner). It was very liberating.
One way to do this is to create a network of experts who can provide what you need, when you need it (and you do the same for them).
One way I built my network of experts was by networking. I went to bunches of professional meetings and met people from a wide variety of fields. It was also fun!
One of the great benefits of the Internet is your experts could easily be virtual. And, you don’t even need to know them. They could have websites with lots of content on a topic you occasionally need to research. When I need technology information like hardware reviews, I have certain websites I use as starting places. The Internet has made the job of finding information a piece of cake (although it’s a really big piece that takes some work to cut into byte-size pieces!).
One other piece of advice when you’re using online experts — get to know who they are before you accept them as experts. What experience do they have? What education? How do they earn their money? Do your due diligence and you should be able to get great expertise at a reasonable cost (if not free).
How are you building your network of experts?
CONTROL Information Overload – Objectives
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We all know the importance of goal setting. Goals give you a purpose, a direction. They can also give you a filter, a way to say “no” to things that will distract you from achieving those goals.
Objectives are specific, concrete and measurable actions that lead to your goals – these help you identify what information you need. When you have your goals and objectives, you can evaluate information using that criteria. Does it help you accomplish your goal? If not, skip it.
Plan what books and magazines you’ll read, what email newsletters you’ll get, what newsgroups you’ll join. Even with a fast T1, cable or DSL connection, you can waste hours online (it’s probably even easier with a fast connection since you don’t get frustrated waiting for pages to load).
I love having ebooks on my iPhone and iPad. I can do some reading wherever I am when I’m waiting for appointments or other bits of time. But I have to be careful to limit just how many I download. It’s a lot easier to see a paper pile that’s out of control than dozens of electronic books, articles, magazines, and other documents that are waiting to be read.
Have your goals, establish your objectives for achieving them, and get the information you need to do it.
What are your goals? How do you use them to filter the information that comes into your life.
Problem-solving process
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When I was in college, I learned the 6 steps to problem-solving. Recently, I ran across an article that listed them. A search found numerous examples of the same or similar list. I guess they’ve stood the test of time. So, here are the steps:
1. Define the Problem
2. Analyze the Problem
3. Generate Potential Solutions
4. Choose the Most Appropriate Solution
5. Implement the Solution
6. Monitor the Results and Refine the Solution
What I have found to be most true in problem-solving is that the first step is the most critical one. Often, the more time I spend on the first step, the easier all the other steps become.
One of the best compliments I’ve received is being told I have creative common sense. I’ve used that talent in everything I’ve done in my life. It also means I actually enjoy problem-solving. It engages both the left (analytical) side of my brain and the right (creative) side of my brain. I guess that’s why I love jigsaw puzzles so much.
If you have a problem that is just not working out, try the steps above. And, if they fail you, contact me. I love a challenge!
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Gaelic roots
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Although my last name may not show it, I’m all Irish on my mother’s side. So, I am always curious about the Irish, Gaelic, and all things Erin. So, here are a few words with roots in Gaelic (or Ireland) you may not have known.
Boycott: referring to a 19th century English soldier, Captain Charles Boycott, whose Irish tenants shunned him for refusing to lower their rents.
Galore: from go léor, meaning plenty.
Keen: from caoine, meaning lament.
Slogan: from gairm-slógaidh, meaning army cry.
Smithereens: from smidirín, meaning small fragments.