| How to Increase Computer Productivity |
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Multi-tasking is the ability to do several things at once. For example, you are multi-tasking when you are talking on the phone while washing the dishes. In the workplace, computers have made it possible to do several things at once including check e-mail while speaking with people on the phone, surf the Internet while printing out sales reports, and working on multiple documents at once. In addition, computers are masters at multi-tasking. They are able to run multiple applications and perform hundreds of tasks simultaneously. You can download software updates while performing complex calculations in spreadsheets while the computer scans your system for viruses while new e-mail messages arrive and so on.
However, multi-tasking has its downsides. As a human multi-tasker, your attention is split between several tasks with none of the tasks getting your full attention. Your work becomes sloppy and mistakes are made. Computers running too many tasks slow down to a crawl – and even crash – when they’re pushed too hard.
You can change your work habits and focus on one task at a time but what about your computer? How can you increase its productivity?
First, start by inventorying your hardware and software. Print out or write down your computer’s specs so that when it comes to upgrading, you know just what you have. Remove software that you no longer use. For example, if you downloaded a free utility for a one-time project, uninstall it. Why let it clutter your hard drive and take up resources?
Next, update your operating system and your most commonly used applications. Make sure that all security products such as anti-virus and anti-spyware programs are current with the latest definitions. Double check to be sure that they regularly scan your computer for malware.
Perform regular maintenance on your PC including defragging the hard drive and using the disk cleanup wizard.
Using Your Computer to Increase Your Productivity
Get organized. Take advantage of the Windows file system by creating folders and sub-folders for storing your data. If this means creating a folder for clients and then sub-folders for each individual client, do it. You’ll be able to find your documents much easier when you store them properly. Do the same for your email application and create rules that automatically direct e-mails into the proper folder.
Use contact management software or the Windows Calendar to keep track of your appointments and time. Take advantage of reminders and alerts so that you never miss another important meeting.
If you work with documents of a similar nature, create templates and use them. For example, if you send out memos regularly, create a memo template in the style you prefer with much of the standard information prefilled in.
Uninstall distractions. For example, if you can’t help but play solitaire when you should be working, uninstall the solitaire application.
Set up your computer with ergonomics in mind. Make sure you have an ergonomic chair and that the positioning of your keyboard, mouse, and monitor are ideal for minimizing repetitive injuries and eyestrain.
By keeping your computer in good shape and getting organized, both you and your computer will work more productively.
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