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Part III – My favorite productivity tips & tools for 2018

Happy New Year!  The year 2017 is officially a memory, and 2018 has the full promise of increased productivity, which will help you strengthen your brand as a leader. That’s what this newsletter is all about. So, here’s to accomplishing more than you thought possible in the next 12 months!

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If you read Installment #1 and Installment #2 of this four-part productivity series, you already know the first six productivity tips I recommend you put into practice in 2018. (If not, I encourage you to click on the links and read those first.)

The three next tips I share below involve using tools you most likely already have but in a different way, making it easy to become even more productive as the new year starts.

As always, I look forward to hearing back from you. Do feel free to write me in the comment section below, and let me know how these tips are working for you!

My Favorite Productivity Tips & Tools #7-9:

Tip #7: Connect your laptop/desktop to a second monitor and use two screens.

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I won’t lie:  I initially resisted this idea – big time – because I didn’t want to use up space on my desk. I look back on that resistance now, and laugh at myself!

The productivity I’ve achieved from having more than one computer screen at my desk is so much more important than the seeming “issue” of losing a little desk space (and honestly, a second screen – and/or even third – won’t take much space). What do two screens or monitors allow me to do more easily?

  • Easily copy and paste between files
  • Quickly compare two documents
  • Smoothly transition between different programs
  • Access information more quickly while running multiple programs

The list goes on and on, and being able to accomplish these tasks so much more quickly and efficiently has definitely increased my productivity.

The only downside is that I’ve gotten so accustomed to two screens that, when I’m limited to only my laptop (e.g., when I travel), I immediately recognize how much my productivity decreases without two screens!

A second screen is a small expense these days, and I believe you’ll quickly discover that your increased productivity is well worth the expense.  In our office, we use 24-inch screens, but even larger can be used.  (Before you buy one, make sure your computer’s video card can handle the monitor you want.)

Tip #8:  Create “Signatures” in Microsoft Outlook.

Do you find yourself frequently answering the same types of questions via email? I do.  For me, it’s inquiries such as, “Where can I order your books?” or “How can I find out about your availability for speaking or coaching?”

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Similar to the Shortkeys tip I shared with you in my first productivity blog post, I use the Microsoft Outlook “Signatures” function to respond at length to regularly asked questions I receive via email.  (In our office, we use the version found in the Microsoft Office 365 subscription.)  As of early 2017, Outlook had more 400 million users worldwide, so it’s a widely used program both at work and at home, both on PCs and Mac. (Of course, the Signatures function is just one of hundreds of ways you can use Outlook to save time and increase efficiency.)

Just like you can create an email signature that goes out on every email you send, so you can create Outlook “Signatures” to respond to regularly asked questions.  The Outlook Signature feature also allows you to include a graphic, hyperlinks, and more. Thanks to labeling each signature created in a clear way, I can easily click on the specific one I want. It automatically inserts the words, saving me time (not having to type the same answers over and over), but still allowing me to personalize the response as I want to.

How could YOU™ use Outlook Signatures to prevent unnecessary retyping, and save you time?

Tip #9: Send audio messages via WhatsApp.

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Created in 2009 by two former employees of Yahoo!, WhatsApp has become the “go-to” app around the world for no-cost texting. One advantage is that you can use it if you have WiFi service but no cell signal so it’s popular with people on the go. Facebook acquired the app in 2014 for $19 billion, and it now has more than 1.3 billion users worldwide. It’s currently tied with Facebook Messenger as the most popular instant messaging app. Quite a success story!

While I love using WhatsApp for instant messaging and group chats, I’ll admit that it can be a bit slow and tedious to type messages on a phone. That’s why I enjoy using WhatsApp’s audio messaging function, recording a voice message instead of typing. It’s not only faster but it’s more personal, too, and I can make a more meaningful connection with the receiver of the message.  Plus, I can use inflection in my voice to clarify anything that words alone don’t quite communicate in writing.

If you don’t yet have WhatsApp, you can download it here. Once you do, in what ways could you use WhatsApp audio to your advantage?

As always, let me know in the comment section below, how these tips help you increase your productivity! Happy New Year, and I look forward to communicating with you throughout 2018.

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This entry was posted on Wednesday, January 3rd, 2018 and is filed under Coaching, Leadership, Self-Leadership, Time Management.

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