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5 Ways to Make Your Computer Work For You (And Not The Other Way Around)

5 Ways to Make Your Computer Work For You (And Not The Other Way Around)
Make Your Computer Work for You

Computers have the potential to vastly increase our personal productivity. They are also, of course, capable of becoming vast time-sinks, sucking our productive moments away in a haze of frustration and imposed patience. Alas, the line between one and the other can be exceedingly thin.

Here, then, are five ways to keep on the “productive” side of that line and avoid the “time-sink” factor. I’ve focused here on practices and attitudes, not technical details — it pays, though, to make sure your system is optimized, your hardware is up to snuff, and your software is as good as it can be.

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1. Use scripting

There was a time when using a computer meant programming the computer. Today, we’re lucky enough to have software available for just about every task, but the legacy of the do-it-yourself past remains just under the surface of your computer. Mac users have AppleScript, plus the entire legacy of Unix scripting support at their fingertips. Windows users can use a program like AutoHotkey to record sets of actions. (Linux users interface directly with the CPU via telepathy, but if they’re tired, they can use the same UNIX scripting support Mac users have.)

Consider a task like ripping a DVD, formatting it, and transferring it to your portable media player. There are some one-step solutions that work for some devices, but for the rest of us, there are several steps involved — and each one takes a lot of time. You need one program to rip the DVD, another (in some cases, a few others) to convert the video to a format your player uses, and usually yet another to sync the file to your player. Using a program like AutoHotkey, you can automate most of the process, so you can insert a DVD, trigger the action, and walk away.

2. Use templates

Chances are there are certain documents you create over and over again. Freelancers create invoices and project quotes, students create papers, writers create manuscripts and query letters, business people create memos and business requirement documents, non-profit workers create grant proposals, and so on. Spending some time to create templates for these documents will save you from having to do the repetitive, time-consuming part of formatting the document and entering in the same data (like your contact info, your signature, your bio, etc.) over and over and over and over. Most productivity apps (like word processors and spreadsheets) allow you to save templates with pre-defined spaces for entering the parts that change from document to document — but if yours doesn’t, save a copy of your document to a “Templates” folder and just replace the parts that need changing.

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3. Use boilerplate

In addition to certain kinds of documents you use over and over, you probably also find yourself creating certain kinds of text regularly. Maybe you often have to write the HTML to insert a link into a webpage, your bio, a description of your business or product, or a signature block — whatever the case, if you’re going to do it more than once a day, it’s wise to use a program like TextExpander (Mac) or Texter (PC) to automatically insert boilerplate text when you type some pre-defined set of keystrokes.

I use Texter for a variety of HTML formatting codes. For example, I write a lot of bulleted lists, where I have a bold-faced topic, a colon, and an explanation or definition, like this:

  • Bullet point 1: I like to use bullet points to increase clarity and ease of reading.

The code isn’t hard, but I’d rather focus on what I’m writing and not on how to format it. So I have a Texter shortcut, “bp”, that inserts the HTML tags and the colon, and places the cursor between the “strong” tags so I can type my bold-faced text. When I’m writing a Lifehack post, I simply type “bp” and hit the tab key, and voila! Instant bullet point.

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Texter also offers the ability to replace common typos on the fly, but I find I type to fast for the program to keep up. I have it set up to replace “hvae” with “have” instantly, since that’s a typo I make a lot — but in practice, the “have” tends to end up in the middle of whatever word I’m typing three or four words down the line.

4. Automate tasks

There are plenty of routine tasks that can be totally automated, requiring no intervention from you at all. The most important in my schedule is backing up. I use the free version of SyncBack to automatically copy any changed files in my “Documents” folder to an external hard drive every night while I sleep. (I also use Mozy to automatically backup files off-site.) It took me about 20 minutes to set up, and now I know that my important files are always available.

Almost every kind of routine task can be automated. Look for programs that have automation built in, or use the scheduler built in to your operating system. If you can’t automate a task directly, create a script using AutoHotkey or whatever works on your system and automate that.

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5. Track revisions

Ever work on something for a while and realize that the version you had two hours ago was better than the one you have after all your futzing around? You could hit “Ctrl-Z” (or your system’s equivalent) for a half-hour until you get back to the state you were last happy with — assuming your program tracks history back that far. Far better is a version control system that tracks your changes for you.

The simplest version control is this: every time you save, you “Save As” and use a new file name. For instance, you might create a file as “20080323-lifehack-computer-a”; as you work on it, you save as “20080323-lifehack-computer-b” then “c” and so on. This is complex and difficult, though — far better to automate that, too.

With a little work and technical know-how, you can set up a Subversion repository (check out these instructions for Windows users). With Subversion, you “check out” documents, work on them, and then “check in” your finished work. Subversion automatically keeps a copy of each document at every stage of creation.

If Subversion is overkill for you (it is for me), use FileHamster (Windows only; Mac users have Time Machine, as they never tire of reminding us PC users). FileHamster watches every file in a folder (or folders) you designate and saves all the old versions every time you save. Everything happens automatically, so you know you always have a store of past versions of every document or other file in your watched folder(s).

What else?

This is only a start, of course. In fact, I have even more ways to make your computer work for you that I’m saving for my next post. In the meantime, what practices help you show your computer who’s boss?

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Last Updated on May 14, 2019

8 Replacements for Google Notebook

8 Replacements for Google Notebook

Exploring alternatives to Google Notebook? There are more than a few ‘notebooks’ available online these days, although choosing the right one will likely depend on just what you use Google Notebook for.

  1. Zoho Notebook
    If you want to stick with something as close to Google Notebook as possible, Zoho Notebook may just be your best bet. The user interface has some significant changes, but in general, Zoho Notebook has pretty similar features. There is even a Firefox plugin that allows you to highlight content and drop it into your Notebook. You can go a bit further, though, dropping in any spreadsheets or documents you have in Zoho, as well as some applications and all websites — to the point that you can control a desktop remotely if you pare it with something like Zoho Meeting.
  2. Evernote
    The features that Evernote brings to the table are pretty great. In addition to allowing you to capture parts of a website, Evernote has a desktop search tool mobil versions (iPhone and Windows Mobile). It even has an API, if you’ve got any features in mind not currently available. Evernote offers 40 MB for free accounts — if you’ll need more, the premium version is priced at $5 per month or $45 per year. Encryption, size and whether you’ll see ads seem to be the main differences between the free and premium versions.
  3. Net Notes
    If the major allure for Google Notebooks lays in the Firefox extension, Net Notes might be a good alternative. It’s a Firefox extension that allows you to save notes on websites in your bookmarks. You can toggle the Net Notes sidebar and access your notes as you browse. You can also tag websites. Net Notes works with Mozilla Weave if you need to access your notes from multiple computers.
  4. i-Lighter
    You can highlight and save information from any website while you’re browsing with i-Lighter. You can also add notes to your i-Lighted information, as well as email it or send the information to be posted to your blog or Twitter account. Your notes are saved in a notebook on your computer — but they’re also synchronized to the iLighter website. You can log in to the site from any computer.
  5. Clipmarks
    For those browsers interested in sharing what they find with others, Clipmarks provides a tool to select clips of text, images and video and share them with friends. You can easily syndicate your finds to a whole list of sites such as Facebook, Twitter and Digg. You can also easily review your past clips and use them as references through Clipmarks’ website.
  6. UberNote
    If you can think of a way to send notes to UberNote, it can handle it. You can clip material while browsing, email, IM, text message or even visit the UberNote sites to add notes to the information you have saved. You can organize your notes, tag them and even add checkboxes if you want to turn a note into some sort of task list. You can drag and drop information between notes in order to manage them.
  7. iLeonardo
    iLeonardo treats research as a social concern. You can create a notebook on iLeonardo on a particular topic, collecting information online. You can also access other people’s notebooks. It may not necessarily take the place of Google Notebook — I’m pretty sure my notes on some subjects are cryptic — but it’s a pretty cool tool. You can keep notebooks private if you like the interface but don’t want to share a particular project. iLeonardo does allow you to follow fellow notetakers and receive the information they find on a particular topic.
  8. Zotero
    Another Firefox extension, Zotero started life as a citation management tool targeted towards academic researchers. However, it offers notetaking tools, as well as a way to save files to your notebook. If you do a lot of writing in Microsoft Word or Open Office, Zotero might be the tool for you — it’s integrated with both word processing software to allow you to easily move your notes over, as well as several blogging options. Zotero’s interface is also available in more than 30 languages.

I’ve been relying on Google Notebook as a catch-all for blog post ideas — being able to just highlight information and save it is a great tool for a blogger.

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In replacing it, though, I’m starting to lean towards Evernote. I’ve found it handles pretty much everything I want, especially with the voice recording feature. I’m planning to keep trying things out for a while yet — I’m sticking with Google Notebook until the Firefox extension quits working — and if you have any recommendations that I missed when I put together this list, I’d love to hear them — just leave a comment!

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