5 Tips on how to regain control of your technology

Time is short. Every day, there’s more to do and less time to do it – or at least that’s how it feels for many of us. In some cases, the technology that we have introduced into our lives because we thought it would ease the load somehow seems to be adding to it.

We can now plug into our workplaces at any time, from almost anywhere in the world. That quick email reply. The company Facebook status update. It all takes up valuable time in your day (or night!), and sometimes it takes more time than you expect. That means you have less time to do the other things on your list.

These five tips will help you regain control and use your technology to your advantage.

1. Take control of your email

Don’t just look at your emails, deal with them. Decide there and then whether to delete, respond or file and action later. If the email warrants a reply, use the three sentence rule – that is, never use more than three sentences. If you need more than three pick up the phone instead.

2. Do it, don't just list it

While it’s great to have a daily to do list, sometimes it can take you longer to organise your list than to do the items listed on it. There are lots of useful apps out there to help you organise your workload. If you’re using one, make sure it’s one that requires next to no administration time.

3. Being social takes time

If someone wants something urgently from you or is pushing you to take urgent action, they are attempting to fool you into making a mistake. Don’t fall for it.

4. Keep two instant messaging accounts

Instant messaging can be a great way to communicate with your staff. You can distribute important messages quickly and easily, and receive immediate feedback. It’s also a great way to communicate with family and friends – but receiving messages from these people during your working day can be a time consuming distraction. Similarly, work messages can cut into your precious family time in the evenings. Establish two instant messaging accounts and know when to use them.

5. Keep the talk to a minimum

Do you need to answer the phone every time it rings? Let your calls go to voicemail and consider changing your greeting to something like “Sorry I can’t take your call. You might like to consider sending me an email or text message instead of leaving a voicemail. I’ll respond as soon as I can.” That way you remain in control of what you do when. Of course, always return the important calls, and ones where an email or text reply won’t do.

Next month I'll give you some cost effective technology solutions that will hopefully free up some of your time and help things run more smoothly.

If your technology solutions aren't working as efficiently as you'd like then please call us on 1300 478 738 or email us at info@suretyit.com.au.

About the Author

Geoff Stewart is a highly experienced and skilled Technology Director at Surety IT. His knowledge is based on years of industry experience having created customised, stable, well performing systems both for multi-national companies in the UK and Australia and Surety IT customers.

Surety IT can help you create the right system to enhance your business, ensuring you know how it is right for you and how to use it. We will tailor a solution to suit your needs with leading systems, local support and more, building your vision for a more flexible and capable business.

Call us today on 1300 478 738 or email info@suretyit.com.au to discuss your requirements.