Tips to Increase your Computer Productivity
July 2009
Just because you're not plodding through a game of Solitaire doesn't mean you are using your computer efficiently. Increasing your productivity on the computer can help get more done in less time and generally make your day more enjoyable. If you consistently find yourself behind in daily tasks, use these tips to increase your computer productivity.
Make sure your computer is running well
An old, outdated PC with very little memory, inadequate disk space and a poor display can hinder you beyond compare. Likewise, out-of-date software, last year’s security suite and a collection of unnecessary desktop toys will add to the frustration. As soon as the PC generates a clockwork feel – the feeling it is struggling to do the most basic things – maybe it’s time for a change. Keeping the system as free from browser toolbars, updaters and other system resource hogs is always good practice.
Run weekly updates and checks
Use all of the security tools available to you on your computer. When you have to take three hours out of your day to deal with a virus or to defragment your hard drive, productivity is lost. If you take your computer home with you at night, use those after-work hours for maintenance and choose a specific day of the week to handle it so you're always on top of the situation.
Unclutter your desktop
If you are always searching through five dozen icons on your desktop to find the program you need, you're wasting valuable minutes of working computer time. Instead, try to make your desktop as intuitive as possible, with your most frequently-used programs in the upper right-hand corner. If you don't use a program which has an icon, remove the desktop icon completely; there's no sense making your job more difficult.
Organise files immediately
When you're strapped for time and working on six different things at once, it can be temping to save new files into a "catch-all" folder that realistically never gets sorted. Instead, take an extra ten seconds to save new files in their appropriate folders. That way, you'll be able to find them without continually using the search function.
Learn shortcut keys
If you use a specific program more often than others, such as Microsoft Word, take some time to learn the shortcut keys available for the most common operations; maybe create your own when necessary. It's much faster to tap a combination of keys than to use your mouse and the infinite maze of menus. For example, try Ctrl+S instead of File > Save. You’re probably already typing so you don’t even need to reach for the mouse.
Pay less attention to email
If you always have your email software open, or get informed of every new message the moment it arrives, you’ll become aware of the constant distraction. One of the best ways to increase productivity is to check your email at pre-determined intervals; try every 30 minutes. There are settings in Outlook to assist with this.
In summary
Not every tip will work for everyone nor will they suit your preferences, but by mixing and matching these pointers and others then perhaps it is possible to reduce the pressure when deadlines and demands occur.