How to Use Technology to Save Time

Use technological advances to communicate faster, reduce paperwork and improve efficiency.

Difficulty:

Moderately Easy

Instructions

Things You'll Need

• Answering Machines
• Caller ID Phone
• Fax Machines
• Internet Service Providers
• E-mail Accounts
• Computers
• Microsoft Office
• Anti-virus Softwares

1. Assess your computing needs and get a personal computer that meets your needs. You might need software for word processing, spreadsheets, presentations, desktop publishing, personal information management, accounting and virus protection.

2. Organize a filing system on your computer, with descriptive document and folder titles. Review stored documents periodically and remove the ones you no longer need.

3. Keep your e-mail messages short and direct. Send documents as attachments.

4. Limit your e-mail volume by screening messages by subject header, giving out your address only when necessary and stopping spam (unsolicited junk mail). To do this, type "remove" as the subject header and send an e-mail to the "auto responder" address at the bottom of the spam you receive. Or see "Stop Unwanted E-mail," under Related eHows, for more information.

5. Make the most of your telephone. Consider Caller ID (which displays the sources of incoming calls) to screen your calls, and a headset if you need to use your computer while you talk. Ask your phone company about services that route calls to your voice mailbox or another phone, such as your secretary's.

6. Consider a cable modem, ISDN line or DSL connection for your phone, fax and computer. These connections are faster than modems.

7. Designate one or two times in the day for returning e-mail and calls. Cut down on phone tag by leaving messages that include the best times to reach you.

Tips & Warnings

• Although the Internet enables quick and easy communication and research, it also has some features that can waste tremendous amounts of time, such as online chat rooms and aimless Web surfing.