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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 July 27, 2020

    20 Time Management Tips to Super Boost Your Productivity

    20 Time Management Tips to Super Boost Your Productivity

    Are you usually punctual or late? Do you finish things within the time you stipulate? Do you hand in your reports/work on time? Are you able to accomplish what you want to do before deadlines? Are you a good time manager?

    If your answer is “no” to any of the questions above, that means you’re not managing your time as well as you want. Here are 20 time management tips to help you manage time better:

    1. Create a Daily Plan

    Plan your day before it unfolds. Do it in the morning or even better, the night before you sleep. The plan gives you a good overview of how the day will pan out. That way, you don’t get caught off guard. Your job for the day is to stick to the plan as best as possible.

    Here’s How to Create a To-Do List that Super Boosts Your Productivity.

    2. Peg a Time Limit to Each Task

    Be clear that you need to finish X task by 10am, Y task by 3pm, and Z item by 5:30pm. This prevents your work from dragging on and eating into time reserved for other activities.

    3. Use a Calendar

    Having a calendar is the most fundamental step to managing your daily activities. If you use outlook or lotus notes, calendar come as part of your mailing software.

    I use it. It’s even better if you can sync your calendar to your mobile phone and other hardwares you use – that way, you can access your schedule no matter where you are. Here’re the 10 Best Calendar Apps to Stay on Track .

    Find out more tips about how to use calendar for better time management here: How to Use a Calendar to Create Time and Space

    4. Use an Organizer

    An organizer helps you to be on top of everything in your life. It’s your central tool to organize information, to-do lists, projects, and other miscellaneous items.

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    These Top 15 Time Management Apps and Tools can help you organize better, pick one that fits your needs.

    5. Know Your Deadlines

    When do you need to finish your tasks? Mark the deadlines out clearly in your calendar and organizer so you know when you need to finish them.

    But make sure you don’t make these 10 Common Mistakes When Setting Deadlines.

    6. Learn to Say “No”

    Don’t take on more than you can handle. For the distractions that come in when you’re doing other things, give a firm no. Or defer it to a later period.

    Leo Babauta, the founder of Zen Habits has some great insights on how to say no: The Gentle Art of Saying No

    7. Target to Be Early

    When you target to be on time, you’ll either be on time or late. Most of the times you’ll be late. However, if you target to be early, you’ll most likely be on time.

    For appointments, strive to be early. For your deadlines, submit them earlier than required.

    Learn from these tips about how to prepare yourself to be early, instead of just in time.

    8. Time Box Your Activities

    This means restricting your work to X amount of time. Why time boxing is good for you? Here’re 10 reasons why you should start time-boxing.

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    You can also read more about how to do time boxing here: Get What Matters Done by Scheduling Time Blocks

    9. Have a Clock Visibly Placed Before You

    Sometimes we are so engrossed in our work that we lose track of time. Having a huge clock in front of you will keep you aware of the time at the moment.

    10. Set Reminders 15 Minutes Before

    Most calendars have a reminder function. If you have an important meeting to attend, set that alarm 15 minutes before.

    You can learn more about how reminders help you remember everything in this article: The Importance of Reminders (And How to Make a Reminder That Works)

    11. Focus

    Are you multi-tasking so much that you’re just not getting anything done? If so, focus on just one key task at one time. Multitasking is bad for you.

    Close off all the applications you aren’t using. Close off the tabs in your browser that are taking away your attention. Focus solely on what you’re doing. You’ll be more efficient that way.

    Lifehack’s CEO has written a definitive guide on how to focus, learn the tips: How to Focus and Maximize Your Productivity (the Definitive Guide)

    12. Block out Distractions

    What’s distracting you in your work? Instant messages? Phone ringing? Text messages popping in?

    I hardly ever use chat nowadays. The only times when I log on is when I’m not intending to do any work. Otherwise it gets very distracting.

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    When I’m doing important work, I also switch off my phone. Calls during this time are recorded and I contact them afterward if it’s something important. This helps me concentrate better.

    Find more tips on how to minimize distractions to achieve more in How to Minimize Distraction to Get Things Done

    13. Track Your Time Spent

    When you start to track your time, you’re more aware of how you spend your time. For example, you can set a simple countdown timer to make sure that you finish a task within a period of time, say 30 minutes or 1 hour. The time pressure can push you to stay focused and work more efficiently.

    You can find more time tracking apps here and pick one that works for you.

    14. Don’t Fuss About Unimportant Details

    You’re never get everything done in exactly the way you want. Trying to do so is being ineffective.

    Trying to be perfect does you more harm than good, learn here about how perfectionism kills your productivity and how to ditch the perfectionism mindset.

    15. Prioritize

    Since you can’t do everything, learn to prioritize the important and let go of the rest.

    Apply the 80/20 principle which is a key principle in prioritization. You can also take up this technique to prioritize everything on your plate: How to Prioritize Right in 10 Minutes and Work 10X Faster

    16. Delegate

    If there are things that can be better done by others or things that are not so important, consider delegating. This takes a load off and you can focus on the important tasks.

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    When you delegate some of your work, you free up your time and achieve more. Learn about how to effectively delegate works in this guide: How to Delegate Work (the Definitive Guide for Successful Leaders)

    17. Batch Similar Tasks Together

    For related work, batch them together.

    For example, my work can be categorized into these core groups:

    1. writing (articles, my upcoming book)
    2. coaching
    3. workshop development
    4. business development
    5. administrative

    I batch all the related tasks together so there’s synergy. If I need to make calls, I allocate a time slot to make all my calls. It really streamlines the process.

    18. Eliminate Your Time Wasters

    What takes your time away your work? Facebook? Twitter? Email checking? Stop checking them so often.

    One thing you can do is make it hard to check them – remove them from your browser quick links / bookmarks and stuff them in a hard to access bookmarks folder. Replace your browser bookmarks with important work-related sites.

    While you’ll still checking FB/Twitter no doubt, you’ll find it’s a lower frequency than before.

    19. Cut off When You Need To

    The number one reason why things overrun is because you don’t cut off when you have to.

    Don’t be afraid to intercept in meetings or draw a line to cut-off. Otherwise, there’s never going to be an end and you’ll just eat into the time for later.

    20. Leave Buffer Time In-Between

    Don’t pack everything closely together. Leave a 5-10 minute buffer time in between each tasks. This helps you wrap up the previous task and start off on the next one.

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    Featured photo credit: Unsplash via unsplash.com

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