The Productivity Pro® Blog by Laura Stack - Time Management, Getting Things Done, How to Be More Productive

I have a friend who jokes there are always three people in her bed: herself, her husband, and her Blackberry.  I was in California last week on vacation with my family and witnessed people typing away on their Blackberries while at Disneyland, with their children tugging at their pants legs, asking to go see Cinderella.  I was presenting a seminar yesterday, and one participant kept looking up to say, "Would you repeat that"? not because I wasn’t clear, but because she wasn’t paying attention to me—you got it—checking her email during class.  Examples abound but the bottom line is Americans are addicted to email.  Slaves to the Send/Receive button, countless workers sit at their desks, waiting for the next Desktop Alert, beep, cursor change, envelope in the system tray, whatever trigger prompts their Pavlovian response to interrupt whatever they are doing and check it.  And unopened email!  A present—for me!  Someone loves me.  Many workers allow themselves to get sucked in the email vortex for an entire day and not actually complete any work.  And then we blame the sheer mass for sucking all of our time, rather than acknowledging the reality: you are controlled by your email. 

A new study released July 26 by AOL in partnership with Opinion Research Corporation reveals that more Americans are using portable devices to email around the clock from virtually anywhere—even in the bathroom and at church.  Even more dangerously, 53% of respondents admit to tapping away *while driving.*  Some other interesting statistics:

* 83% of email users are checking while on vacation;

* 59% of those with portable devices are using them to check email every time a new message arrives.

* 43% of users keep the device nearby when they are sleeping to listen for incoming email.

*  15% describe themselves as "addicted to email" (really? only 15%?)

These statistics are just sad.  AOL was extolling this like a virtue, of course, that you can stay connected anywhere, anytime.  I think it’s a dangerous message.  We’re teaching people that in order to be productive and be a valuable worker, you have to be "always on," give up your private time, and check email at all hours of the night.  Portable devices are very convenient when you’re traveling for business, sitting on an airplane, in a taxi, driving as a passenger in a car with nothing better to do, at a business conference to stay in touch with the office, waiting to pick you kid up from soccer, etc.  There are certainly and definitely valuable uses for handhelds and they can be quite handy.  But be very careful about throwing yourself upon the altar of email addiction and sacrificing the quality of your life balance and time with your loved ones. 

The big differentiating factor is control.  If you shut your Outlook down completely for an hour, would you be able to resist checking?  Can you turn off your device for two hours while having a nice dinner with a spouse without thinking about it constantly?  Would you get hives if your Blackberry wasn’t charged?  Do you feel like the world is going to end?  I’m not here to judge you and neither should anyone else—only you know—intuitively—whether you have a problem.  Time to control yourself rather than letting technology control you.  If you think it’s bad now, just wait to see what happens in a couple years.

I enjoyed this post about how to be more productive with your Crackberry, I mean Blackberry.

Especially true is Nakagawa’s comment, "…the people who are the most productive don’t seem to have them." 

I’m sure you have your beefs about Blackberry usage in your organization (or by your spouse, for that matter).  If you were king or queen of the world, what "rules" would you create about Blackberry usage?  In addition to the 10 the author lists, I’ll add the following from personal experience:

1.  Do not pretend you are listening to someone by brainlessly mumbling "uh-huh" while you are answering an email on your Crackberry.

2.  Pay attention to the presenter during training sessions rather than using the time as your personal Crackberry play time.

3.  Use codes in the subject line when emailing, so Crackberry recipients can get your message without having to open it: "Do you know what the June budget figure is for professional services? END"  (AR = Action Required, END = End of message, LONG = read later etc.)

4.  Set your Crackberry to delete your email off the server when you delete it from your handheld (so you don’t have to do it twice).

5.  Turn your Crackberry off when you are standing in line for the Matterhorn at Disney World with your poor children tugging at your arm.

What are your rules?

Work Essentials: Today’s software and mobile devices enable new breed of ‘Road Warriors’

By Nina Bondarook

Gini Courter only worked out of her company’s office in Grand Traverse County, Michigan twice during the first half of the year. The balance of her time was spent traveling to provide software training and business solutions to clients of Triad Consulting, the firm she co-founded there 10 years ago.

“I spend 99.9 percent of my work time at client sites, in hotels or at remote locations,” says Courter, Triad’s managing partner. “I’m still adapting. Every time I see a laptop case with a couple of new features, I start to drool.”

She’s among a growing breed of Road Warriors who use today’s technologies to work from ‘any location at any time.’ In fact, Massachusetts-based IDC, a marketing research firm, estimates that by 2009 there will be more than 878 million mobile workers worldwide.

Sales people and repairmen were among the nation’s first mobile workers. But Courter says it’s a trend that’s being driven today by employees across the board who seek the flexibility and “higher quality of life” that a mobile environment can provide.

Businesses, too, are reaping the benefits. Studies show employees who telecommute from home or are mobile can save employers as much as $10,000 per year, depending upon how companies calculate their savings and other factors. For example, some businesses count the rent savings they accrue when employees move off site and smaller office spaces are required for operations. Others calculate the positive impact that happy mobile-enabled employees can have via reductions in absenteeism and employee churn. However launching a mobile initiative can also require additional investment in infrastructure, software, wireless devices and computer support.

At a very minimum, companies who send employees into the field should provide them with a wireless PC and a cell phone, says Lori Quaranta, co-founder of Consetta.com in Seattle, Wash., which provides small- and medium-sized businesses with Web solutions. In order to be truly effective, however, employees also will need a national wireless card that enables them to connect to the Internet from any location, remote access to e-mail via that laptop or some other type of personal digital assistant, and remote access to any database of information they’ll need in their work.

Nokia Corp. is one of the companies banking on the growth of the mobile workforce. In a company white paper, Nokia says it conducted a study in September 2005 that found most employees spend as much as one-third of their time away from their desks, and another third of their time conducting business out of the office.

“The ability to work while you’re on the road is no longer a competitive advantage; it’s a competitive expectation,” says consultant Laura Stack of Denver, Colo., who is ‘The Productivity Pro’ and founder of the company that shares that moniker.

“It’s becoming standard protocol to carry a Blackberry/Treo device so that you’re accessible when you’re away from the office,” says Stack, who averages 10 business trips a month. “But it’s not for everyone. Addictions (to wireless devices) can form fairly quickly for those who don’t insist on privacy or never turn them off. If your significant other says you shouldn’t be bringing your SmartPhone to bed, it’s probably too late for caution. You’re already addicted.”

That, says Courter, is exactly why both employers and employees need to develop written agreements and clear guidelines for mobile work. Not every employee is a good candidate for a mobile job, she says.  “Mobile employees need to be self-reliant, self-supervising, task-oriented workers. And they need to know how to use technology to get the job done.”

When they do go on the road, she adds, mobile workers should give themselves 30 days to settle into their new environments before evaluating their performance.

“People are going to have to be disciplined enough to shut off their mobile devices, or they’ll lose the work/life balance they were striving for in the first place,” Quaranta adds. “And don’t forget the human interaction side of things either. Even today, getting on the phone or conducting a face-to-face meeting can be more effective than relying solely on e-mail to communicate.”

Anyone interested in learning more about the growing mobile workforce can find a plethora of information on the Internet – especially on the Web sites of manufacturers that product mobile devices and software. Microsoft Work Essentials, for example, provides in-depth articles by non-Microsoft industry experts, software demos, downloadable templates and webcasts covering topics such as how to use Microsoft Office software on mobile devices, how to collaborate with co-workers when you’re working remotely, how to use instant messaging, and tips for working effectively as part of a virtual team. You can find them at: http://office.microsoft.com/en-us/FX011543061033.aspx .

Don’t Be Left Behind: the Right Computer Skills Can Make All the Difference

Kelly Dodson knows firsthand why companies value the ability to use computers and software. An administrative assistant in Kansas, Dodson used to keep her CEO’s calendar by hand until one day an important meeting slipped through the cracks.

That painful experience compelled her to seek training in the effective use of the company’s scheduling software.  And today, she feels she couldn’t do her job as well without it.

As early as 1999, the Progressive Policy Institute estimated that 75 percent of employees use computers in their work, and that figure continues to increase as computers make their way into more and more aspects of individuals’ lives.  Since just about every job today is connected to computers and software in some way, employees who lack the ability to use that information successfully are finding themselves increasingly marginalized.

The effects of this evolution for individual workers are real, and they show up most vividly when it comes to the bottom line — research has shown that workers with the right computer skills can earn 20-40 percent more than those without. The U.S. Bureau of Labor Statistics’ Office of Productivity and Technology agrees, emphasizing, “It is not merely the employee having a computer on his desk—but rather having complementary computer skills—that causes wages to increase.”

Commenting on Information Workers’ adoption of technology, Laura Stack, productivity expert and author of Leave the Office Earlier, remarked “The people who succeed are those who take the time to figure it out rather than struggling each time, doing it the hard way, or taking too much time.  Employees who self-educate themselves will experience a performance boost from using the full range of available functions.”

That is to say, whether you’re an administrative assistant, auditor or staff attorney, having the right computer skills can make a difference in your career and your paycheck.

So what can you do to get those skills?  Dodson was lucky enough to develop them on the job, with support from her very understanding employer.  But without basic computer literacy, it can be tough nowadays to get that job in the first place.

The web offers a myriad of courses and programs on a range of technical skills, from basic computer literacy on up to complex programming and IT training.

“Software training is evolving into a just-in-time approach,” says Stack.  “Many workers complain about the slow response from the company help desk or lack of available training.  It’s more efficient for workers to access self-help online resources, such as Microsoft Work Essentials, to allow them to find answers to problems they are experiencing in real time.”

Microsoft Office Work Essentials is a comprehensive resource with occupation-specific tools in programs such as Excel, Word and PowerPoint.  The site has hundreds of free templates, how-to articles, product demonstrations, tip sheets and other resources. Available 24/7 at www.microsoft.com/workessentials, professionals in more than 30 occupations, including auditors, project managers, sales managers, human resources professionals and many more will find tools to help them improve their skills.

“Local computer superstores and community colleges also offer inexpensive courses on many common software packages,” says Stack.  “The day I spent at CompUSA learning PowerPoint saved me much time and frustration trying to figure it out myself.  Doing a search at www.amazon.com will display a vast array of literature to read on the topic.”

Whatever method you choose, one thing is for certain: educating yourself in today’s computer programs is a sure way to make yourself more appealing to prospective and current employers.

Are you a map junkie? Here are some cool map features on the Web, built around Google Maps:

• Zip codes: type in a Zip code and see an outline of that Zip code area on the map; or click on the map and find the Zip code. maps.huge.info/zip.htm

• What time is it? Click on the map anywhere in the world (or type in a city/country name), and see the local time in the nearest big city, also international country/city phone codes. www.gchart.com

• How far did you walk? Double-click on points on the map; you’ll see the route traced and the cumulative length of the route in miles (with mileage markers displayed). www.gmap-pedometer.com

submitted by Ken Braly (ken@kenb.com)

Do you wiki? What is a wiki? A wiki is web software designed for collaboration. Unlike a traditional website where pages can only be read, in a wiki everyone can edit, update and append pages with new information, all without knowing HTML. Multiple people in same or different locations can all edit the same documents and create a shared archive. I like Jot.com. You don’t have to install a thing, and if you can use Microsoft Word, you can use JotSpot.

JotSpot’s wiki can be used in numerous ways:

• Create a corporate intranet
• Manage projects
• Collaborate on documents
• Keep a backup copy of your email by cc’ing your wiki
• Maintain the department birthday calendar

As a general tip, use your down time productively while traveling, especially on planes.  Most travelers waste hours of productive time on the airplane sleeping, watching movies, or listening to music. You, however, are going to work. Unless you’re exhausted and need to take a nap, take advantage of the uninterrupted time and get some work done.  The more you get done while you’re traveling, the more time you’ll have available to be with your family you return. Before you leave, do some planning and determine what you can complete while you’re away from home. Read business journals and trade magazines, answer emails, write thank-you letters, complete routine paperwork, review large reports and board materials, or do project and advance planning. If you feel good about what you’ve accomplished, pull out your pleasure reading. In the hotel, don’t watch television! If you’re a television person at home, discipline yourself to say, “This is my time. There’s no one else to take care of but myself. I’m going to use it to get ahead.”

At home, having a Virtual Private Network (VPN) will allow you to work at home a day or two a week from your home computer and have full access to the corporate intranet, shared files, as well as your email and calendar.  Remote Desktop technology will allow you to access files from your work computer while at home, exactly as if you were sitting at your desk.

When traveling out of town, keep up with phone calls, email, and clients, so you won’t have a pile of correspondence waiting for you when you return. To be truly productive, you’ll need the latest tools and technologies to stay connected and keep in touch with colleagues and family. Without a good cell phone plan, for example, you’ll hesitate to make long-distance calls. If you don’t have a wireless Internet connection at your hotel or a hot-spot subscription, you can’t stay on top of your email. It’s worth paying the $10.00 (or whatever the hotel charges) to get wireless access in your room! You’ll need Outlook Web Access to keep up with email and appointments or access to Web Mail on your ISP’s server.

Windows SmartPhones and Pocket PCs enable you to send and receive email when you’re on the go and can’t access the Internet from your laptop.  I carry a Treo SmartPhone and use my taxi time between the airport and hotel to check email, respond to important messages, and return phone calls.

My husband, John, and I traveled to

Singapore

, where I was to speak at several conferences and events.  We wanted to keep in touch with our three children while we were out of the country but didn’t want to pay a lot for phone charges.  So we used www.Skype.com to make free phone calls back home via the Internet and hooked up a USB Webcam on both ends, so we could hear and see each other.  It was a wonderful way to stay connected and gave us a personal touch we couldn’t get over the phone.  Webcams are also helpful for professionals working frequently from home who want to see their co-workers during phone or video conferences.

I’ve worked from home for sixteen years now.  Whether you have a home office or telecommute frequently, here are the tools of the trade you’ll need efficiently work from home:

1.            A supercomputer with lots of RAM and a large hard drive

2.            External back-up system (Zip drive, network, CD, etc.)

3.            Off-site backup of irreplaceable files (www.atbackup.com, www.godaddy.com, www.handybackup.com)

4.            Spam filter

5.            Internet security

6.            Anti-virus software

7.            DSL or cable

8.            Email accessible via Internet

9.            High-security access to your company’s computer network (intranet)

10.        Log into your home computer while traveling (www.GoToMyPC.com)

11.        Wireless headset

12.        Cell phone and/or pager

13.        PDA/SmartPhone with email access (like Blackberry or Treo)

14.        Laptop with wireless Internet and T-Mobile account

15.        Time management system (Outlook or paper planner)

16.        A printer/scanner/fax/copy machine—together or separate

17.        Sturdy filing cabinets and drawers

18.        Ergonomically correct chair

19.        Home Receptionist telephone with router and/or voice mail

20.        Integrated contact management (ACT), fax (WinFax), accounting (QuickBooks), and email (Outlook) software

21.        Searchable database (Access) for electronic information

22.        www.eSpeakers.com or other on-line calendaring software for remote client, bureau, website, and employee access

23.        www.Skype.com for instant messaging

24.        Sending large files to clients (www.dropload.com or www.yousendit.com).

25.        Shortcut “hot” keys automatically type a string or paragraph of text (www.shortkeys.com).

26.        Capture Express software allows you to easily “grab” a portion of your screen (screen shot) to add to workbooks, save as a picture, or email in lots of cool shapes besides a rectangle (http://www.wintools.com/automation.htm).

27.        Automated gifts; schedule delivery for future dates once a month.  (www.cookiepots.com or www.popcornfactory.com).

28.        Quick registration on Web sites that ask you to register (www.bugmenot.com); gives you a username and password that will work on that site.

I remember reading some of the citations about "Blackberry Thumb," http://www.wordspy.com/words/BlackBerrythumb.asp years/months ago and thinking, “How ridiculous.  You mean to tell me they actually have a definition of this condition?”  Yep!  It’s "A repetitive stress injury characterized by swelling and pain at the base of the thumb and caused by prolonged use of the thumb while operating a BlackBerry or other personal digital assistant." 

Well, now I’m not laughing so loud.  I went to the hand surgeon today with a severe, stabbing pain at the base of my thumb and wrist.  I left after a diagnosis for tendonitis, a cortisone shot in the joint, a wrist brace to sleep in for one month, and a strict admonishment to not hold my phone and type with the same hand.  How rude!  How am I possibly supposed to drive and type at the same time?

It’s truly amazing how easy it is to ignore our own physical symptoms of overuse or overwork and let the pain become “normal” or dull.  Take it from me — use your pain as a signal to guide you that something’s wrong and listen to your body — before it becomes a repetitive motion injury!

I found a nifty little portable keyboard on the Internet I bought that pops open and plugs into the Treo, allowing me to type my messages as usual rather than typing with my thumbs.  In the last few hours, I’ve also become fairly adept at using a pencil eraser and poking the buttons with my pointer fingers.  Desperate times call for desperate measures!

Karen Hoffman asks http://www.stltoday.com/blogs/business-business-connections/2006/03/never-check-e-mail-in-the-morning-follow-up/

“Okay, readers… on the 17th I said I had bought Julie Morgenstern’s latest book, “Never Check E-Mail in the Morning and Other Unexpected Strategies for Making Your Work Life Work.“  …on page 97… she suggests we resist e-mail for the first hour of the day… why? She states that e-mail is the world’s most convenient procrastination device. She says the most dramatic, effective way to boost your productivity is to completely avoid e-mail the first hour and instead devote that first hour every day to your most critical task. According to Julie, by concentrating on a critical task the day starts with you in charge of it, rather then the other way around. Thoughts? Comments? “

Answer: whether you should check email in the morning depends on a myriad of factors, so it’s not possible to simply issue a blanket command to never check email in the morning. If you are a support person, you may largely be tasked through email. Your most important task may have been delivered to you via email the night before, after you left, from your boss. You must create routines and systems to help you plan your day, depending on your role, information flow in your organization, and your energy level. Planning first thing in the morning can be effective for many people, although I personally prefer to plan the night before. If you determine that checking email in the morning is productive for you, not simply your favorite way to procrastinate, then HAVE AT IT!