Technology is a wonderful thing. “One machine can do the work of fifty ordinary men,” American writer, publisher, and artist Elbert Hubbard once said. The use of technology can certainly, as history has shown, be used to add more value to our daily business, squeeze more productivity out of our resources, and get more done with what we have than we might have once through possible. In the hands of the adequately skilled leader, the limits of technology are only limited to the boundlessness of creativity.
From the most basic perspective, the time savings, efficiency and commoditization of routine tasks and services allowed by computers and other pieces of technology has been able to free many the business leader to focus on the more pressing, creative, problem-solving, and desirable aspects of our trades or businesses. Computers, however, being the blessing that they are can also cause headaches or lack of productivity if they are not correctly tailored and utilized in the capacity that meets the missions of the business concern. When looking at computers, for instance:
1. Get a computer that meets your needs: Word processing? Spreadsheets? Financial management? Presentations? Personal information management? Sales management? At the very least, make sure you use a suite of programs designed to protect your computer against “malware:” The general type of malicious computer software which includes viruses, spyware, Trojan horses, and the like. While there are many programs that you pay for on the market, my experience shows that you can also achieve the same level of protection from the right mix of free programs. For instance, at home I use AVG Anti-Virus Free, Windows Defender, and Spybot Search & Destroy. This has been able to hedge against any malware problem I have on my computer at home, and what I’ve seen with others using these.
2. Organize your computer. Investing some time now on organizing your computer will very much add to your efficiency and productivity later. Be descriptive enough with your titles in order to convey your message to yourself or others. Be certain to use a system that is logical and makes sense to you.
3. Keep email short and direct when you send it. When you receive it, scan messages by subject header. Only give your email address out to people as necessary to avoid unsolicited junk or “spam” email. Designate a discrete number of times in the day, usually 1-3, to review and respond to emails. Studies have shown this to be the most productive approach.
Three ways that your computer can do for you to make your life easier:
1. Internet faxing services can remove your need to have fax machine in your office; instead, with the use of email (and possibly a scanner), you can have people fax you and you can also fax other people! These services include, but are not limited to: eFax, MyFax, RapidFax, Metro Hi Speed, FaxAge, FaxMicro, Send2Fax, and SRFax. Not sure if you want to pay? Try advertising-supported FaxZero!
2. VoIP, or Voice Over Internet Protocol, allows you to escape the confines of traditional phone plans and call anywhere using your broadband Internet connection in conjunction with your existing phone system, or simply a headset attached to your computer. The latter would find you using a program & service called Skype. The former, using your own phone system, will find you either using a local Internet provider or services such as Vonage, 1TouchTone, Verizon VoiceWing, or Lingo, for example. Want to know who ranks the best? Visit here.
Next, how other parts of technology can play an effective part in the business leader’s everyday life.
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