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The Ultimate Productivity Tools for Saving Time

The Ultimate Productivity Tools for Saving Time

Every good “productivitist” has a toolkit. Inside these toolkits, they have a number of tools and tricks that help them to get things done as quickly and effortlessly as possible.

Inside my toolkit is a program called ActiveWords, a really cool tool for reducing the time you spend doing almost everything on your computer.

I came across ActiveWords last year, and to be honest, my first impression was, “Yeah, cool, BUT I’m too lazy to take the time to set it up.” I didn’t use it. A couple of weeks later I came across an article about the program on The Clutter Diet Blog that convinced me to give it another go.

This time I did it the right way and read The ActiveWords Quick Start guide. With that information under my belt, reaping the benefits was pretty much instantaneous.

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ActiveWords allows you to substitute shortcuts or short keys for pieces of text — very useful — but you have probably come across many programs that do the same thing. However, have you come across a program that substitutes text and also launches programs, websites, folders, and files with a shortcut?

Some of the Ways I Use ActiveWords

  • If I write the words mailhubby anywhere on my screen, Outlook will automatically open up and populate a new email with my husband’s email address.

thehubby
    • When I want to write the title of my book, Chaos to Control, A Practical Guide to Getting Things Done, regardless of what program I am working in, I simply type chaos2.

    chaos
      • I often write emails to new clients and want to include a short bio. If I type bio, three sentences about me appear in the email.
      • I have shortcuts for my address, telephone number, ID number, and anything else I may type frequently.

      You can set the program to trigger automatically when you type words, like mailhubby or chaos2, or you can use a trigger key, like F8 or double spacebar, to achieve a specific task.

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      Other Ways You Can Use ActiveWords

      ActiveWords has Addins for Outlook, for Outlook and GTD, or for Lotus Notes and GTD. It also has Addins for Salesforce and Windows commands, such as minimizing a window. It appears that the makers of ActiveWords thought of everything!

      productivity

        It allows you to create your own scripts, so with a couple of clicks, you could go to your favorite website, copy and paste the latest feed, and email it to your sister.

        Well, I’m sure it could do that if you wanted it to.

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        As you can imagine, using a tool like ActiveWords will vastly cut down on the amount of time wasted on repetitive tasks. You can even check to see how much time you are saving by looking at the productivity section of the tool. You can see the amount of keystrokes you have saved and how that translates into hours and money saved.

        I was very happy with my hours saved and my frustration reduced by removing repetitive tasks. What I didn’t realize was that my life was about to get even better — Enter Evernote.

        ActiveWords for Evernote

        evernote

          If you are an Evernote User, you will already be familiar with how your life can be transformed by a small piece of software. Combine that with the functionality of ActiveWords and you now have a powerhouse of productivity. From anywhere on your PC you can do things like open a new note, clip a selection as a new note, or paste a selection into a new note. Plus, from inside Evernote you can do things like email the current note or share it on LinkedIn, Facebook, or Twitter.

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          Spending a short amount of time setting up a program like this will save you hours of work and frustration monthly. Well worth giving it a go!

          What indispensable productivity tools do you have in your toolkit?

          More by this author

          Ciara Conlon

          Productivity coach, speaker, blogger and author of Chaos to Control, a Practical Guide to Getting Things Done

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          Last Updated on May 7, 2021

          Productivity Boost: How to start your day at 5:00 AM

          Productivity Boost: How to start your day at 5:00 AM

          I have been an early-riser for over a year now. Monday through Friday I wake up at 5:00 AM without hitting the snooze button even once. I never take naps and rarely feel tired throughout the day. The following is my advice on how to start your day (everyday) at 5:00 AM.The idea of waking up early and starting the day at or before the sunrise is the desire of many people. Many highly successful people attribute their success, at least in part, to rising early. Early-risers have more productive mornings, get more done, and report less stress on average than “late-risers.” However, for the unaccustomed, the task of waking up at 5:00 AM can seem extremely daunting. This article will present five tips about how to physically wake up at 5:00 AM and how to get yourself mentally ready to have a productive day.

          Many people simply “can’t” get up early because they are stuck in a routine. Whether this is getting to bed unnecessarily late, snoozing repetitively, or waiting until the absolute last possible moment before getting out of bed, “sleeping in” can easily consume your entire morning. The following tips will let you break the “sleeping in” routine.

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          Relocate your alarm clock.

          Having an alarm clock too close to your bed is the number one reason people simply cannot get up in the morning. If your alarm clock is within arms reach of your bed, or if you can turn your alarm clock off without getting out of bed, you are creating an unnecessarily difficult situation for yourself. Before I became an early-riser, there were many times that I would turn off my alarm without even waking up enough to remember turning it off. I recommend moving your alarm clock far enough away from your bed that you have to get completely out of bed to turn it off. I keep my alarm clock in the bathroom. This may not be possible for all living arrangements, however, I use my cellphone as an alarm clock and putting it in the bathroom makes perfect sense. In order to turn off my alarm I have to get completely out of bed, and since going to the restroom and taking a shower are the first two things I do everyday, keeping the alarm clock in the bathroom streamlines the start of my morning.

          Scrap the snooze.

          The snooze feature on all modern alarm clocks serves absolutely no constructive purpose. Don’t even try the “it helps me slowly wake up” lie. I recommend buying an alarm that does not have a snooze button. If you can’t find an alarm without a snooze button, never read the instructions so you will never know how long your snooze button lasts. Not knowing whether it waits 10 minutes or 60 minutes should be enough of a deterrent to get you to stop using it.

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          Change up your buzzer

          If you use the same buzzer day in and day out, you begin to develop a tolerance to the sound. The alarm clock will slowly become less effective at waking you up over time. Most newer alarm clocks will let you set a different buzzer tone for the different days of the week. If you change your buzzer frequently, you will have an easier time waking up.

          Make a puzzle

          If you absolutely cannot wake up without repetitive snoozing, try making a puzzle for yourself. It doesn’t take rocket science to understand that the longer your alarm is going off, the more awake you will become. Try making your alarm very difficult to turn off by putting it under the sink, putting it under the bed, or better yet, by forcing yourself to complete a puzzle to turn it off. Try putting your alarm into a combination-locked box and make yourself put in the combination in order to turn off the alarm — it’s annoying, but extremely effective!

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          Get into a routine

          Getting up at 5:00 AM is much easier if you are doing it Monday through Friday rather than sporadically during the week. I recommend setting an alarm once that repeats everyday. Also, going to bed at about the same time every night is an important factor to having a productive morning. Learn how much sleep you need to get in order to not feel exhausted the following day. Some people can get by on 4-6 hours while most need 7-8.

          Have a reason

          Make sure you have a specific reason to get up in the morning. Getting up at 5:00 AM just for the heck of it is a lot more difficult than if you are getting up early to plan your day, pay bills, go for a jog, get an early start on work, etc. I recommend finding something you want to do for yourself in the morning. It will be a lot easier to get up if you are guaranteed to do something fun for yourself — compare this to going on vacation. You probably have no problem waking up very early on vacation or during holidays. My goal every morning is to bring that excitement to the day by doing something fun for myself.

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          As I previously mentioned, I have been using these tips for a very long time. Joining the world of early-risers has been a great decision. I feel less stressed, I get more done, and I feel happier than I did when I was a late-riser. If you follow these tips you can become an early-riser, too. Do you have any tips that I didn’t mention? What works best for you? Let us know in the comments.

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