Step1
Inventory your hardware and software. Make note of the software you most often use for productive work, utilities such as antivirus and spyware software and the software that most often distracts you. Write down your computer hardware components, including the processor, memory, hard drive space and any accessories you are using such as printers and scanners. Record the driver versions for each accessory.
Step2
Upgrade where necessary. Make sure that your hardware components meet or exceed the specifications for the software you need to use. If not, purchase upgraded components or an entirely new system, if necessary. Contact the manufacturers of your important software and upgrade to the latest versions. Ensure that your accessories are running the most current drivers, and that your antivirus, spyware and other system utilities are up to date. If you are using dial up Internet access and your work requires significant Internet use, upgrade to a broadband connection such as DSL or cable modem, if available in your area.
Step3
Eliminate distractions. If you tend to play computer games when you're supposed to be working, then uninstall them from your work computer. If this is impractical, configure different user profiles for work and play, and make sure the games are available only in the play profile. To avoid unwarranted Internet surfing, disconnect from the Internet while working or, if you use a notebook computer, work in a location where Internet access is unavailable.
Step4
Keep information at your fingertips. Use a spreadsheet or simple database application to maintain all of your important information, such as user IDs and passwords, in a central location for easy access. Utilize contact and time management software to keep your calendar, tasks and contacts up to date.
Step5
Organize your files. Put all files in their proper place immediately rather than letting them accumulate on your desktop. Create folders for specific projects, tasks and people and sort every file appropriately. Differentiate between active and archived files and make sure to move files to the archive when no longer needed. Make sure that all of your key applications are readily available by creating easily accessible shortcuts.
Step6
Automate your work. Whenever possible configure your software to automate tedious and repetitive tasks. For example, if your email software is capable, establish rules for the email you receive the most such as moving email from specific people into folders. Configure your time management software to alert you to important tasks and meetings. Learn the shortcuts of the applications you most often use to cut down on the number of keystrokes and mouse clicks necessary to complete common tasks. Create templates for commonly used documents such as letters and spreadsheets to avoid repetitive design work and data entry.
Step7
Mind the ergonomics. Create an efficient, comfortable workspace that accommodates your working style. Keep your chair, keyboard and monitor at comfortable levels to reduce eyestrain, muscle soreness and repetitive stress injuries. Ensure that your chair provides sufficient support for your back and neck. If you commonly use multiple applications at the same time, invest in a second monitor to allow you to open and work with different windows simultaneously.
