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Time Management
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Article 3: Get Computer Smart
A big time saver is right at your fingertips: your computer. Computers are wizards at organizing data, automating repetitive paperwork, merging information and tackling accounting chores.
If you’re not completely up to speed on the software programs you use most often, take a training course. The better you learn the programs, the more powerful your computer becomes as a time saver.
Here are a few ways your friendly computer can save you time:
Create templates for all of the paperwork you generate. Job quotes, project estimates, invoices, follow-up letters and price sheets can all be produced with word-processing templates. After you create the templates, you simply plug in the specific numbers and customer information each time. Mass mailings to clients are a snap if you use the mail merge feature in word-processing programs, such as Microsoft Word. You write the letter then link it to a client list. The list can be stored in a spreadsheet program such as Microsoft Excel or in a database such as Microsoft Access. You can even use contacts stored in Microsoft Outlook. In a few easy steps, you merge your letter with your client list. Then you print individualized letters, as well as matching envelopes or labels. Presto! Your mailing is ready to go. Install accounting software. Even if you use the services of an accountant, software helps you track income and expenses. Reports such as profit and loss, cash flow and accounts receivable are generated in a jiffy. Popular small-business programs include Quicken and QuickBooks from Intuit. Check them out at www.intuit.com. Back up your data. This may sound like a strange time-management tip. But if you’ve ever suffered a computer crash, you know how much time it takes to recover lost data. Spend a little time each day or each week backing up your critical files.
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