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4 Random Tips to Get More Done with Your PC

4 Random Tips to Get More Done with Your PC

Get More Done with Your PC

    I’ve had several challenges in the last couple weeks, some of which required some creative solutions. Since some of you might find yourself facing the same challenges at some point, I thought I’d share this motley collection of tips with you.

    Jott to Evernote

    If you read Joel’s post, 7 Ways to Use Evernote last month, you already know how useful the new version of Evernote can be. Although it’s still in closed beta (email me if you need an invite; 1st 12 people only! All gone!), Evernote is well on its way to become the premiere note-taking and web-clipping app, synchronizing across your computer, your mobile devices, and the Web.

    But what if you want to add a note when you can’t login and type something up? Maybe you’re dribing, you don’t have web access on your phone, or the thought of keying in a note on your phone’s 10-key keypad fills you with dread.

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    Turns out, you can Jott it.

    Jott is a messaging service with voice recognition – you all the Jott number from your mobile phone, leave a message, and Jott transcribes it to text and forwards it to your desired recipient. I’ve written before about the many ways you can use Jott, but at the time I had some trouble using it’s Jott-to-email functions to interface with other services.

    Well, I tried again last night, and it worked. Here’s what you do:

    1. Login to Evernote’s website, click “Settings”, and copy your Evernote email address.
    2. Login to Jott and click “Add Contacts” on the right-hand side.
    3. In the “Quick Add” screen, put “Evernote” as the First Name (or whatever you’ll want to call your Evernote account – try “Spanky the Elephant” if you feel like it) and paste your Evernote email address under the “Email” column.
    4. Click “Add”.

    Easy. When you call Jott, it will ask “Who do you want to Jott”, you’ll say “Evernote”, recite your message, and it will show up in Evernote a few minutes later.

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    But wait! Jott to Google Docs, too!

    As long as you’re adding contacts in Jott, you might want to add your Google Docs email address as well. Maybe you don’t like Evernote or tend to work a lot out of Google Docs. Or maybe you feel like sending an idea for a project you already have in Google Docs.

    Get your Google Docs email address by logging into Google Docs and clicking “Import”. Scroll down and you’ll see a monster email address in big, bold letters. Again, cut and paste it as a contact in Jott, add a name you’ll remember and Jott is liikely to recognize easily, and you’re good. Now you can send ideas straight into your word processor, wherever you have cellphone service.

    Export Audio from PowerPoint

    Who doesn’t love PowerPoint?

    OK, OK, put your hands down. Anyway, PowerPoint (PPT) has a neat feature where you can record a narration while you click through the slides, and you can save the timings so that PPT will advance from slide to slide automatically.

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    Unfortunately, PPT’s narration is saved in WAV format – uncompressed audio. The 30-minute presentation I recorded recently was 110 MB! If you’ve ever tried to send a 110 MB file to someone, you already see the problem. Can’t be done – and while there are some good services like drop.io for sending large files, it’s still a bit of a pain.

    I didn’t want to email it to anyone, I wanted to upload it to SlideRocket (still in beta; no invites) so I could embed it into a web page.

    So what I needed to do was extract the audio, compress it to MP3, upload it and the new MP3s, and re-embed the audio from within SlideRocket.

    Turns out, getting the audio out was a piece of cake. All you have to do is “Save As” HTML. The slides will be worthless after you do this (unless they’re really basic) but you’ll get a folder of support files, including your narration broken into an individual WAV file for each slide.

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    I used RazorLame, a free front-end to the equally free LAME mp3 encoder, to convert the files to MP3s at 32 kbps – good enough for voice narration – which reduced the overall size to just under 11 MB.

    If I had been planning to email the presentation to someone, I could have simply replaced the existing audio on each slide with the new MP3. Instead, I uploaded everything to SlideRocket and did that on the site. Published to the Web, cut and paste my embed link, and my presentation was successfully embedded in a web page.

    Spellcheck and Word Count Everywhere

    Finally, here’s a neat little application I discovered recently that’s proven to be a big help. Enso Words provides system-wide spellcheck and word count for Windows XP and Vista systems. The program runs in the background and is called up with a simple keystroke combo to spellcheck or count the words in whatever text you have selected on the screen, in any program.

    By default, Enso Words takes over your Caps Lock key; Caps Lock+s will bring up the spellchecker, Caps Lock+w will bring up a word count. On some systems, mine included, Enso doesn’t interact well with the keyboard driver and the Caps Lock function will be activated and can’t be turned off. If this happens to you, just change the default to another key — I use the left-hand Windows key instead of Caps Lock, and that works fine.

    I use Enso Words several times a day, since I use a wide variety of programs to compile blog posts, academic work, ad copy, and other material, and I’d rather have a single interface for all of them. Enso Words is the little sibling of Enso Launcher, a system-wide app launcher that uses the same Caps Lock+shortcut approach to launch files, programs, and webpages. The two programs work well side-by-side; I find that I don’t use Launcher’s features much, so I just have Enso Words installed.

    Got a Random Tip?

    Have you found a handy application or useful way to do something recently? Tell me and the other readers about it in the comments!

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    Last Updated on November 12, 2020

    5 Reasons Why Being a Perfectionist May Not Be So Perfect

    5 Reasons Why Being a Perfectionist May Not Be So Perfect

    As a perfectionist, do you spend a lot of time “perfecting” your work so that everything comes out the way you want it to?

    I believe many of us are perfectionists in our own right. We set high bars for ourselves and put our best foot forward to achieve them. We dedicate copious amounts of attention and time to our work to maintain our high personal standards. Our passion for excellence drives us to run the extra mile, never stopping, never relenting.

    Dedication towards perfection undoubtedly helps us to achieve great results. Yet, there is a hidden flip side to being perfectionists that we may not be aware of. Sure, being a perfectionist and having a keen eye for details help us improve and reach our goals. 

    However, as ironic as it might sound, a high level of perfectionism prevents us from being our best as we begin to set unrealistic standards and let the fear of failure hold us back.

    Below, we’ll go over some of the reasons why being a perfectionist may not be so perfect and how it can inhibit you from being the best version of yourself.

    Why Perfectionism Isn’t So Perfect?

    1. Less Efficiency

    As a perfectionist, even when you are done with a task, you linger to find new things to improve on. This lingering process starts off as 10 minutes, then extends to 30 minutes, then to an hour, and more. We spend way more time on a task than is actually required.

    In order to be truly efficient, we need to strike a balance between the best we could possibly do and the level of “good” a specific project requires. No one will expect perfection from you because it will ultimately be impossible to attain. Do the best you can in a reasonable time frame, and allow yourself to put it into the world.

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    2. Less Effectiveness

    We do little things because they seem like a “good addition” without consciously thinking about whether they’re really necessary. Sometimes, not only do the additions add no value, but they might even ruin things.

    For example, over-cluttering a presentation with unneeded details can make it confusing for listeners. Jam-packing a blog layout with too many add-ons can make it less user friendly. Sometimes, consistency is key, and if you continuously change things, this will become much more difficult.

    3. More Procrastination

    Our desire to “perfect” everything makes us overcomplicate a project. What’s actually a simple task may get blown out of proportion to the extent that it becomes subconsciously intimidating. This makes us procrastinate on it, waiting for the ever “perfect” moment before we get to it. This “perfect” moment never strikes until it is too late.

    Instead of overthinking it, set small objectives if you have a big project ahead of you. This will help you tackle it step-by-step and complete it before the deadline.

    If you need help tackling procrastination, check out this article.

    4. Missing the Bigger Picture

    As a perfectionist, you get so hung up on details that you forget about the bigger picture and the end vision. It’s not uncommon to see better jobs done in pruning the trees than growing the forest.

    Take a step back and remind yourself of your end goal. Try setting a timeline to help yourself stick to the work that needs to be done without ruminating on things that could be improved.

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    5. Stressing Over Unfounded Problems

    We anticipate problems before they crop up, and come up with solutions to address these problems. It becomes an obsession to pre-empt problems. As it turns out, most of these problems either never surface or don’t matter that much.

    When Perfectionism Becomes a Problem

    The problem isn’t perfectionism specifically. Perfectionism helps us to continuously strive for excellence and become better, so it can really be a good thing.The problem is when setting high standards turns into an obsession, so much so that the perfectionist becomes neurotic over gaining “perfection” and refuses to accept anything less than perfect. In the process, s/he misses the whole point altogether and does damage to their mental health. Such perfectionists can be known as “maladaptive perfectionists.”[1] Maladaptive perfectionists spend so much time setting high expectations and striving for perfection that they increase levels of depression and anxiety. 

    Diagram showing how a healthy perfectionist and a maladaptive perfectionist respond to failure.

      The answer isn’t to stop being a perfectionist or high achiever. It’s to be conscious of our perfectionist tendencies and manage them accordingly. We want to be healthy perfectionists who are truly achieving personal excellence, not maladaptive perfectionists who are sabotaging our own personal growth efforts[2].

      How to Be a Healthy Perfectionist

      1. Draw a Line

      We have the 80/20 rule, where 80% of output can be achieved in 20% of time spent. We can spend all our time getting the 100% in, or we can draw the line where we get majority of the output, and start on a new project.

      Obsessing over details is draining and tedious, and it doesn’t help us accomplish much. I used to review a blog post 3-4 times before I published. All the reviewing only amounted to subtle changes in phrasing and the occasional typos. It was extremely ineffective, so now I scan it once or twice and publish it.

      2. Be Conscious of Trade-offs

      When we spend time and energy on something, we deny ourselves the opportunity to spend the same time and energy on something else. There are tons of things we can do, and we need to be aware of the trade-offs involved, so we can better draw a line.

      For example, if some unimportant blog admin work takes an hour, that’s an hour I could spend on content creation or blog promotion. Being conscious of this helps me make a better choice on how to spend my time.

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      3. Get a View of the Big Picture

      What is the end objective? What is the desired output? Is what you are doing leading you to the overall vision?

      As a perfectionist, to make sure my attention is set on the end point, I have a monthly and weekly goal sheet my blog that keeps me on track. Every day, I refer to it to make sure what I’m doing contributes to the weekly goals, and ultimately the monthly goals to keep me on track.

      4. Focus on Big Rocks

      Big rocks are the important, high impact activities. Ask yourself if what you are doing makes any real impact. If not, stop working on it.

      If it’s a small yes, deprioritize, delegate it to someone else, or get it done quickly. Seek out high impact tasks and spend time on them instead. Knowing the big picture helps you know the big rocks that contribute to the end goal.

      5. Set a Time Limit

      Parkinson’s Law

      tells us work will take however long we want it to take. If you give yourself 4 hours, you will finish it in 4 hours. If you give yourself 3 hours, you will finish within 3 hours. If you don’t give yourself any time limit, you will take forever to do it.

      Set the time limit and finish the task by then. There can be a million things you can do to improve it, but you have to draw the line somewhere.

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      6. Be Okay With Mistakes

      Part of the reason why a perfectionist obsesses over their work is because they want it to be mistake-free. However, trying to achieve 100% perfection is highly ineffective. If we’re busy perfecting this thing, we can’t get to other important things.

      Realize that making mistakes is a trade off we have to embrace. The more we open ourselves to making mistakes, the faster we can get down to learning from them, and the quicker we can grow.

      7. Realize Concerns Usually Amount to Nothing

      It’s good to plan and prepare, but there comes a time when we should let things roll and deal with problems as they crop up. Being overly preemptive makes us live in an imaginary future versus in the present.

      This doesn’t mean you don’t care. What it means that most of the things that do crop up can always be controlled on the spot, without worrying about them beforehand.

      8. Take Breaks

      If your productivity is waning, take a break. Resting and coming back to the same thing later on gives you a renewed perspective and fresh focus.

      The Bottom Line

      Perfectionism doesn’t have to be the enemy. If you’re a perfectionist, you can use it to help you be better at what you love to do. However, there’s a time and a place for it, and it’s important to learn strategies to start overcoming perfectionism when it becomes an obsession.

      Instead of doing work perfectly, do your best and move on. This will help you go farther, faster.

      More on Being Your Best

      Featured photo credit: Elsa T. via unsplash.com

      Reference

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