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Time Management Articles to Help You Work Smarter, Not Harder

These time management articles are available to reprint if you include my copyright notice and the brief bio at the end of the article.

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  • Managing Email & Getting the Most from Microsoft Outlook

  • Conquer Desktop Clutter with Action Files

  • Use Colored Tabs to Manage Project Folders

  • Conquer Your Desk Clutter with a Tickler File

  • Do Your Employees Really Need Customer Service Training?

  • Words of Wisdom You Should Ignore

  • Fax Without Paper to Save Time

  • Controlling Interruptions

  • Keeping Track of Your Customers & Prospects

  • Time Tactics for the Office

  • The Power of Planning Ahead

  • Getting the Most from Your PDA

  • Coping with Information Overload

  • Efficient E-mail Habits

  • Do Digital Organizers Save Time - Or Waste It?

  • What To Do With All Those Business Cards?

  • Thirteen Tips for Working Smarter, Not Harder

  • Keeping Track of Delegated Tasks

  • Working From Two Offices
  • Making the Transition from Paper to Digital Information Storage


  • Do Digital Organizing Tools Really Save Time?
    © Jan Jasper; 2001-2008

    There are many digital products that claim to get us organized and save us time. On the one hand are the information or contact management software programs, such as Outlook, Act!, Goldmine, and Now Up-To-Date & Contact (for the MAC). Then there are the PDAs (personal digital assistants or handhelds), which run on either the Palm operating system, or Microsoft's Pocket PC. But the way many people use these products, they are just scratching the surface. They're getting only a fraction of the time-saving benefits because they don't know how to choose and use them.

    Importance of Realistic Expectations
    Stephen Covey observed that many people seek a "Magic Tool" which they hope will magically, effortlessly, get them organized. But in reality it's not that simple: Regardless of your digital tools, you still must manage paper and phone calls, set priorities, deal with crises, and juggle multiple projects. Many people have a To-Do list dozens of items long, including tasks that have been languishing for months. Are these tasks more likely to get done just because they're in your Palm? Not necessarily!

    Choose Carefully, Then Learn to Use It
    For some users, digital organizing tools probably waste as much time as they save - although the victim is too close to the situation to see it. Perhaps they never really learned to use it, so they're only using a fraction of its potential. Or they're using the wrong solution for their needs. Many people even use multiple devices and software - they have one calendar in Outlook, another calendar in their new Palm, their task list partly in the Palm and partly on paper, some phone numbers in Outlook and other phone numbers in an older Palm they haven't had time to transfer data from. The wasted time and confusion this will cause probably outweighs any benefits. Last but not least is data loss, due to failure to back up your data and guard against battery failure.

    It's Still Up To You
    Truth is, calling such software or handheld computers "organizers" is a misnomer. They're really just places to store information. In themselves, they do not organize anything. WE do - through a comprehensive system of time, paper, task, and information management. So, if you're tempted to buy an electronic "Magic Tool," choose very carefully. Then, once you've bought it, take the time to find out all it can do -- and then use it to the max!


    *The usual disclaimers apply. My mentioning these products is not a guarantee of any sort. Obviously, you should not change anything until you've completely backed up your files. You already do that, right?
    About the Author:
    Jan Jasper has been training busy people to work smarter, not harder since 1988. She helps clients streamline work procedures, manage information overload, and use technology efficiently. Her specialty is helping people who've already worked with professional organizers and coaches and are still not able to get it all done. Jan is the author of Take Back Your Time: How to Regain Control of Work, Information, & Technology (St. Martin's Press). She recently completed a North American media tour as the national efficiency spokesperson for IKON Office Solutions, Inc. She has appeared on radio and TV all over North America and is quoted regularly in print. Jan is an adjunct instructor at New York University.

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