Anyone who knows me will tell you I am a maniac about productivity. I don’t have a single game on my iPhone or computer (except what comes pre-installed or my youngest son tries to install when he is playing around on my iPhone). But, I do have some very cherry productivity tools.
Some might call it nerdy, but I don’t care. I absolutely love discovering a new way to organize my thoughts, shave off ten minutes here or thirty five minutes there, or better yet – eliminate something from my list altogether.
Dual Monitors
Hands down, the biggest productivity tool I use is dual computer monitors. Very few people I know are doing this, which boggles my mind. No more closing and opening windows. Very little copy and paste (I do a lot more highlight and drag – a.k.a. faster).
(My dual monitor setup at my office and my paper based task management method)
I’ve tried up to four monitor configurations – single, dual, triple and quad – and while quad will make you feel like you’re a superspy, or hangin’ out it in the batcave, I have found it to be more of a distraction to have four screens (or three screens). Dual is the best because it allows you to toggle, drag what you need between screens, and stay in the work flow.
Wireless Headset
The other must have productivity gadget is a wireless headset. I use a Jabra GN9125 (with noise canceling – which I question if it really helps, and would suggest trying out models first since a less expensive one may serve you just as well).
Besides the obvious, like having both hands free to touch myself (Kidding! Well, maybe not kidding.), I have found that when on the phone I can still pay very close attention to the call while doing "subconscious" repetitive tasks. When a call comes in, I use the time to catch up on sticking labels on envelopes, shredding paper, or eating lunch.
Using the headset to talk while writing an email doesn’t work for me. I lose my concentration and both suffer. In other words, when I use my headset to try to do two conscious tasks (multitasking), I lose productivity.
Killer Productivity Extensions For Google Mail
I’ve been using some cool new free extensions (and/or add-ons, plugins – they are all basically the same) and services to help save me time and headaches with my email, and I thought I’d share them with you in this post. (I use a PC, so I’m not sure how these tools would benefit Mac users.)
Multiple Google Accounts: This is the coolest thing. I use different Gmail email addresses for different functions, and color code each email account so that I can easily spot the type of email I am looking for. If you use Google Chrome for a browser, simply click on the customization button (the wrench in the right corner) and then go in to the personal settings (click on Settings and then Personal Stuff) on the left side to add users. Once you have it setup a little graphic (usually of a head) in the top left will appear. Click on it to toggle through your different Google accounts.
Rapporative: The Rapporative tool plugs right into Gmail and provides you with contact information about everyone in your contacts list whenever you type someone’s name into your Gmail. Initially it may show basic info like phone numbers, email addresses, and the like. But it will keep seeking and adding new info, until you’re able to see a contact’s Twitter feed, Facebook updates, recent discussions, etc.
The other day I was typing an email to a friend of mine, and Rapporative pulled up her latest Facebook status update, which mentioned her son had recently suffered a concussion in an accident. Because I was able to see the update as I was typing the email, I was also able to comment on it and send her my best wishes in the email. She appreciated it, and I didn’t have to go into her Facebook and comment later, or send her an additional email about it, after I noticed her status update later that day.
Boomerang: This Gmail extension knows when I have not received a response to an email, and it will remind me (Boomerang back) to reach out to that person again. Now I don’t have to try and remember who still hasn’t responded.
Insert Text: The Insert Text Gmail extension, this a form-based system, so that if someone emails me with a common inquiry, I can right click in the section and choose which one of my pre-set form responses I want to use.
Unsend: I’m still working on that whole “think before you leap” thing, so this feature is made for me. In Google Labs, go to settings and enable the “unsend” function. For five seconds after you send an email, it will allow you to “undo” it and edit or discard the email.
Message Translation: Enable this function in your settings, and Gmail will translate your foreign-language emails for you.
Offline Google Mail: The Offline Google Mail extension is the best for business travelers (or if you have an internet connection that drops at the drop of a hat). Offline Google Mail allows you to write and respond to emails offline, so that you can work on your emails whether or not you have access to WiFi. I use this on planes so I can skip paying for the in-flight WiFi, and avoid distractions online.
Send Using Gmail: Okay, this one is really a patience-saver. You know when you click “contact” or on someone’s email address on a website, and your PC instantly opens up Microsoft Outlook Express? (So annoying!) The Send Using Gmail extension allows you to skirt around that default function and send it via. . . wait for it. . . wait for it. . . Gmail. Hallelujah!
What Is Your Favorite Productivity Tool?
What are your latest and greatest tech productivity tools? Send them over ASAP. I want all of them. And I do mean all of them. (What can I say? I am a nerd about this stuff.)