It seems that the office that we used nowadays has changed quite a bit from 10 years ago. Almost every office nowadays has a computer as the central element. That is no surprise because the computer offers many functions to help improve efficiency. Also, computers make it much easier to organize information. Just remember how difficult it was to try to retrieve a particular file amongst stacks of file cabinets. Unless you had everything filed to the way perfectly, it would be a daunting task. The computer, on the other hand, makes it a lot easier to retrieve information. If you don’t know the name of the file you can simply do a search and the computer will sift through every file it has. Also, it is much less likely that the files will be lost on a computer.
However, we still are not as efficient as we could be given the tools that we are being offered by modern technology. Therefore, I will offer some suggestions for improving productivity when using computers. You probably noticed that there are certain steps which you perform almost on a daily basis while using the computer. It might be just opening your emails or sending standard replies to customers. Also, opening certain programs or typing certain phrases takes up a lot of your time. However, you can actually utilize the power of computers to eliminate these repetitive tasks. The best way to do this is to install a macro program. Using this sort of program, you can record those repetitive keystrokes and have to computer run them automatically. To invoke a particular macro, you typically would assign a hotkey to it. When you push the hotkey on the keyboard, the macro would be invoked and the computer would execute those repetitive steps. Obviously, a computer can execute certain steps such as typing text much faster than you ever could do it manually.
Another way to increase productivity is to keep your files and emails organize. When using an email client, I recommend creating different subfolders for different topics. Once you receive an email and have reply to it or read it then it is best to move it into the corresponding folder. If you wanted to retrieve a specific email later on, it would be much easier to find when stored in the right folder. The same goes for storing files. Make sure that you have a file folder structure on your computer which you can easily understand. Storing each file into the right folder makes it very easy to find a specific file. I also recommend creating subfolders for different dates. Let’s say you wanted to store invoices from last year then I would recommend creating a subfolder inside the invoice folder and putting all invoices from last year into that folder.
Using good software can also help a lot in improving productivity. Make sure the software you’re using is easy to use and easy to remember.