4 tools to improve productivity
One of the more popular websites in recent months is Lifehacker.com, which shows you creative, yet simple ways to do common everyday tasks. Ever struggled to fold a fitted sheet? Lifehacker has a video that shows you how to fold one like a maid at the Four Seasons.
So, I decided to compile my own version of Lifehacker, one focused on making your technology work for you at the office. I put a call out on my Facebook page for the tools that friends and colleagues use to get more efficient. Below are four notable contributions that could help you save time and become more productive.
OneNote: If you have a fairly recent version of Microsoft Office on your computer, you probably have OneNote. Chances are you've never used it. Most people haven't. But it could be the key to keeping you organized and helping you collaborate. I heard from a friend who works in IT with a team of people overseas. He shares a OneNote “to do” list with his foreign counterparts and says it's been “amazing” to have a virtual notepad that gets updated in real time. No more wondering if the person has checked his email. A shared notepad via OneNote is almost like working next to someone.
Beyond the simple text-based note-taking and networking features of OneNote, the program also allows you to collect bits of data from different sources. For example, if you're working on researching a new IT vendor, you can create a OneNote task about that project. Then, as you conduct Google searches, you can paste in screenshots of your search results into the task. With OneNote's simple integration of screenshots, you don't have to waste time retyping things you pull off the Web, and it organizes all your notes in one place.
Notability: If you find yourself dealing with a lot of PDFs on your phone, you may want to give Notability a try. This app, currently available only on the iPhone, lets you import PDFs, and you can use the freehand pen tool to sign the document, then email it, text it or save it on Dropbox. In addition to the possible efficiencies when it comes to applying your John Hancock to a document, Notability also allows you to type, change fonts and colors, import images and move images around. In some ways, it's similar to OneNote in its flexibility, but brings it to your smartphone.
Dayboard: If you get to the end of the day and wonder why you feel as if you didn't get anything done, then maybe Google Chrome's extension, Dayboard, is for you. Setting up Dayboard requires you to use Chrome, which is a Google Internet browser. Google “Dayboard” and you'll find the page where you can sign up for the extension. (You'll need to set up a Google account if you don't have one.) The program is simple. It immediately prompts you to enter the five things you need to prioritize that day. Every time you open a new tab on your browser, you see your “to do” list, which is a nice reminder not to go flitting off into the bowels of the Internet when you have important work to do.
If you select the “focus” option, it will just show you one of the five items at a time. You can check things off as you accomplish them and browse your “to do” list history when you want to feel good about all you've gotten done. While this program isn't going to change your life, the prompt that allows you to pick the top five things you want to do each day is useful.
Siri: If you have an iPhone, you've probably heard of Siri. It's the voice-activated personal assistant that was introduced to iPhones in 2011 on the 4S model. At a minimum, you've probably used Siri to Google something, but it can do a lot more. One of the co-owners of New England Business Media, Joseph Zwiebel, has taken Siri's use to the next level. He uses it to read to him. By turning on a simple setting on your iPhone, Siri will read any highlighted text for you. So if you have a long commute, you can have Siri read memos or emails to help you get a jump-start on your day and avoid that sinking feeling when you get into the office and feel as if you're already behind.
Christina Davis can be reached at cdavis@wbjournal.com.
WBJ Web Partners
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