Jasper Productivity Solutions Article: Be Efficient With Email and Conquer Email Overload

Working From Two Offices
© Jan Jasper; 2001-2008
Someone recently asked me how he can have ready access to his most up-to-date computer files, which is a challenge because he moves between 2 different offices every week. People employed by corporations can just tap into the company network through the Internet (or, more properly, a Virtual Private Network, or VPN). But it can be a challange for small business people who don't have an IT department.

There are basically 3 options, all of which rely on access to a high-speed internet connection.

Remote Access Software
You can use remote access software (for example, PC Anywhere, LapLink, or GotoMyPC) to 'dial in' and access your main computer from a second location. Your main computer - called the 'host' - will have to be left running when you're away. A major advantage of this method is that it spares you the bother of synchronizing and updating your files later on - this can be time-consuming and confusing (see below).

But speed can be an issue - remote access will be anywhere from a tiny bit slower to a lot slower. And there's a tradeoff between screen resolution and speed - the higher the resolution you want on your remote machine, the slower the data transfer. PC Anywhere and LapLink require the software installed on both ends which makes it impossible to use in hotel business centers, libraries, or Kinko's.

GoToMyPC - which you don't actually buy, you pay a monthly fee - doesn't require you to install software on the remote computer, so you can use it anywhere there's a high-speed internet connection.

Bring Your Laptop Everywhere
Another option is to keep everything in a laptop and take it with you. If you don't mind carrying your laptop with you, this is probably the best method. You never have any confusion about which computer has the latest files. If you prefer a larger keyboard, you can plug your laptop into a full-size keyboard while at your desk.

Copying Files Back & Forth
The third - and least desireable - option involves copying and swapping files between the two computers. Use the Windows "Search" function to locate all files that were updated since a date you specify, then either copy them to a disk, or e-mail them to yourself and download when you get to your other computer. You'll want to over-write any older files of the same name. This is tolerable if done only occasionally, but if you do it often, this gets very time-consuming.

Keep Only One Database
A related issue is contact management or PIM (Personal Information Management) software. Don't make the common mistake of using different databases in your different computers. Some people use Outlook on one computer and Act on the other; they may also have a Palm that they don't synch regularly. Having your data stored in several different places is a big time-waster because it's not consolidated, accessible, and organized. Rather than having separate databases, you should have only one which you sync into your handheld. For example, if you use Outlook, you'd sync that to your Palm, and not use the built-in Palm software.

Some people find syncing such a bother that they use their Palm exclusively for their Calendar and To-Do list, even while sitting at their desks. However, you should still sync because you need a backup in your office in case your Palm is lost or stolen.

Downsize to Just One Phone Number
How about the telephone? It's a bother to give out multiple phone numbers to clients and co-workers with instructions about where you can be reached on different days! The solution is a universal number, also called a "follow me" number. You only have one phone number, which you program to ring at different locations, such as your various offices, your home, and your cell phone. People can easily reach you anywhere, and you save time by only having one voice mail box to check!

*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?

This article is available to reprint if you include my copyright notice and identify me as follows: "Jan Jasper, a productivity expert in the New York City area, is the author of Take Back Your Time: How to Regain Control of Work, Information, & Technology (St. Martin's Press)."

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About the Author: Productivity coach Jan Jasper has been helping busy people work smarter, not harder since 1988. Her customized approach guides clients to manage time, tasks, and information more effectively. She also provides Microsoft Outlook customization for clients. 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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