Save Time with Ellen’s Top Ten Easy Google Search Tips

Search bar
search bar

Sometimes just the smallest thing makes a difference.  We spend a lot of time on computers and if we could do what we needed to do faster than there would be more time to do the things we want to do.  Here are my Top Ten Google Search Tricks that help me save time.

Tip Issue Type in Results
1. Spell Don’t know how to spell a word? Type in the word spell and your closest guess. As long as your guess is reasonably close, Google returns the correct spelling Spell infintesimal Infinitesimal
2. Google Images When looking for a product, type in product description and select “images” for your search tool (grey options across the top – 3rd one) Desk top file and select “search images” Pages of desk top files pictures that you can shop from
 3. Define Need a definition?  You don’t need to go to a dictionary website.  Type in “define” and the word. Define Complementary Full dictionary definition
4. Minus Sign If you want to find something but leave out certain results use the minus sign Caterpillar – tractor Insect options not machinery company options
5. Date Range To identify a range of years use two periods. I use it often to get the most current technology results iPhone updates 2013..2014 Only listings posted during that range of dates
 6. Timer Let your computer alert you after a certain amount of time?  Type in “timer” and the length of time. Timer 10 minutes A countdown timer that dings when you are out of time
7. Math Don’t have a calculator handy?  Google does equations. Type in the equation and you’ll get the answer 365 * 24 8760
8. Weather What’s the temperature outside weather and zip code 10 day forecast
9. Answers questions Google is just like your smart phone’s assistant (Siri) When is daylight savings 2014 Starts March 9, Ends Nov 2
10. Exact Words When searching for exact words use quotes to delineate the exact words you are looking for  “Michael C. Jones” Only searches that have the words Michael C. Jones, in that order.

 

How to Increase Productivity and Keep Your Email from Taking Over Your Life

email
email

We seem to live in a world of 2 email camps:

  • NEVER look at your email first thing in the morning
  • ALWAYS look at your email first thing in the morning

The “NEVERS” believe that if you get caught up in email minutia you will not get your most important work.

The “ALWAYS” believe that if you don’t know what’s lurking and clear up the “must-dos” than you may miss something important.

I suspect that some of this has to do with the type of work you do and the kind of responsibilities you have.  For those that work globally, email may in fact be your primary means of communication.  For those of us in the service business we communicate with our clients via email and I personally, could NEVER not be an “ALWAYS.”

HOWEVER, it isn’t this cut and dry.  It isn’t about ALWAYS or NEVER.  Like everything, the answer lies in the grey zone.  The question is: What systems can be put in place to ensure that email doesn’t take over your life?  I’ve tried a lot of different things, and I’ve worked with my clients to try different things.  As with ALL organizing, there is no such thing as one size fits all, and no one system ALWAYS works for the same person ALL the time.  Different circumstances require different systems.  Here are a few you may want to consider:

  • Set the Timer: Commit one hour to email at the start of each day.  After the hour, shut down your email until later. (Perhaps 30 minutes before lunch, 30 minutes after lunch and another chunk of time at the end of the day).
  • 3 and Done: Review your emails deleting irrelevant emails as you read.  Select the 3 most important emails to respond to and process them.  Then turn off your email and go to work.
  • Plan first – review 2nd: The very first thing you do when you get to your desk is review your priorities and select the 3 most important things you must accomplish that day.  Perhaps processing your email is one of those 3 most important things.  It may be strategically appropriate to spend an entire morning processing email.
  • Plan your email around your calendar: If you take the train to work, train time can be great email processing time (hope you have a connection on your train), if you have a lot of phone calls with gaps in between those are great email processing time. Email doesn’t take ramp up time – project work does, fit email in the nooks and crannies.
  • Organize by Priorities: Just like your work has critical tasks so does your email.  By organizing them you will know what is most important. (http://www.ellenfaye.com/blog/2013/01/22/reducing-email-stress/#more-48).

Other tips:

  • turn off the notifications that pops up telling you you have an email each and every second.  No matter how un-ADD you are, this is bound to take you off task.
  • Google has an amazing timer built into their web search bar.  Type Timer 1 hour or Timer 30 minutes (or however much or little you want) and you’ll get a great notification pop up after that amount of time (try it now with a minute – you’ll love it).

Understand that you have way too much email and that if you try to make it black and white, you will NEVER get it right and ALWAYS feel stressed.

MY TOP 5 REASONS EVERNOTE IS MY NOTE TAKING TOOL OF CHOICE

Evernote Implementation Plan
Evernote Implementation Plan

The last six weeks have been crazy for me.  I’ve attended conferences, workshops, board meetings, college orientations, coaching sessions, mastermind groups, held client intakes and more.  The result of which, of course, are tons of notes.  But the good news?  I have no piles of papers. NONE! How did I do it?  I used Evernote for EVERYTHING.

I’ve written about Evernote before but I’ve been observing you users out there and know that many of you still haven’t taken the step to make Evernote your note taking tool of choice.  Here is why it works for me:

EVERNOTE Is Always with Me – regardless if I have my phone, my iPad or my laptop I have my (cloud based) EVERNOTE.

EVERNOTE is Easy – regardless if you have a Mac or PC, Android or iPhone (or other), Tablet or iPad, you can download Evernote for free. If I run out of storage space I can buy more, but I understand that takes a really long time.  I’ve been using Evernote for years, have over 350 notes (and some are very long notes) and have 80% of the free storage still available.

EVERNOTE is searchable – any word, any phrase, any letter combination.  Imagine having 500 notes and to find something all you have to do is type a word or phrase and it pops up instantly.  That is what Evernote does.

EVERNOTE is organizable – when I make my notes I make them work for me.  I can highlight, bold, and make different words different sizes, fonts and colors.  However my most favorite is the action box  that I can drop into my document whenever I want.

evernote box uncheckedI use it at the top of each note for actions I must take.  That way when I get home I know what I need to do. And what is coolest?  When I’ve completed the action I can check it off like this:

Start using evernote today

EVERNOTE is quickly retrievable – I can keep ongoing lists and add to them is a split second.

And my top favorite reason:  I HAVE NO PAPER PILES!

If you haven’t tried EVERNOTE yet, you should.  If you want help, call or email me to schedule an Evernote session (either live or via phone/Skype) and I can get you up to speed quickly.

How to Conquer Paper Clutter – Think Before You Print

Printer Icon
Think Before You Print

Paper overwhelm is one of the most commonly voiced productivity concerns I hear.  There is just too much. There are many was of managing paper but today we are going to focus on printing less.  The best thing you can do is think before you print.

Thinking before printing not only helps the environment but helps you be more productive by reducing the quantity of stuff you have to plow through to find the stuff that matters most.  What can you do instead of printing?

  • Emails: Learn to use the search function.  All email programs today have excellent search functions.  While my preference is to file emails logically, even if you leave them all in your inbox you can still search for what you need when you need it.  It is actually easier to find a specific email on your computer than in various unfiled piles in your office.
  • Articles: If you haven’t yet downloaded Evernote do so today.  It’s free and crosses platforms – that means you can use it on your phone, tablet, and Mac/PC.  Evernote also has a fabulous search function so you can find what you are looking for in a heartbeat.  You can copy and paste the article into Evernote, you can save links in Evernote, and you can clip pictures into Evernote.  It’s much more efficient to find what you are looking for in Evernote than in the various piles in your office
  • Drafts:  Do you need to print and keep every draft of a project you are working on? If in fact you need to print, only keep the most current or two most current.  Printing and keeping multiple copies of the same thing is both confusing and wasteful.

AN ELEPHANT NEVER FORGETS… AND NEITHER DOES EVERNOTE

EVERNOTE
EVERNOTE

 

Imagine 1000 sticky notes that are organized and available at the click of a mouse.  Meet Evernote.  Evernote is a cloud based application that can be accessed from just about anywhere – your PC, your Mac, your iPhone, your iPad and/or your Android phone.  And it’s FREE!  Go to www.evernote.com and download it.  Play with it.  Basically, all you need to know to get started is that you make a note – give it a title and Evernote saves it.  Then when you want to find it you can search on any word in the note and it will pull it up for you.  Later, when you get more comfortable with it, you can take pictures into your notes, cut and paste links and photos into your notes, and even do voice to text input.  Here are some ideas about how I use mine:

  • Favorite lists:  books to read, restaurants to go to (each city has its own note), wines to try, nail polish colors I like
  • Numbers: Frequent Flyer Numbers, Insurance numbers, Clothing/Shoe sizes
  • Maps: Pictures of how to get from point to point
  • Things to Buy: Pictures of my odd size light bulb for my desk or the humidifier filter I only have to buy once a year
  • Lists of names: friend’s kids/ grandkids/ husbands names, etc.
  • Notes from meetings
  • Summary notes from articles or books
  • Absolutely anything that is on scrap of paper that can now be placed into a sortable manageable system

Evernote is really a simple system to use.  Do yourself a favor and try it today.

When Is A Signature More Than A Signature?

email signatures
email signatures

Many people use their email signature as a way to communicate credentials, contact information and marketing links. Sometimes people include an inspirational message. These are all great uses…but there is more you can do.

Most email programs provide an option for multiple signatures. Some people use this feature to change between business and personal signatures. This of course is helpful. But imagine the possibilities if you used these signatures to communicate information you use all the time.

The best way for me to explain this is to share what I do. If I find that I’m sending the same information in emails over and over again, it is worthwhile to turn it into a signature (I actually put the body of the letter into the signature.) Then when I need to send that email, all I need to do is change to that particular signature, add the salutation (Dear Jane), make a few personalization tweaks, and hit send.

Here are the signatures I use:

  • Coaching – is used when replying to a client interested in coaching
  • Ellen – is for when I just want my name
  • Ellen Faye Organization – is my full blown signature with all the bells and whistles
  • Ellen Personal – is for personal correspondence with my home phone #, etc.
  • Ellen Short – is essential information used for business
  • ePub – is used to thank people for signing up for my weekly tip
  • Mom – is for my kids… (says…Love, Mom)
  • New Organizer – is for inquiries about becoming a Professional Organizer
  • Yahoo Invite – as Yahoo Group coordinator for my local NAPO chapter, I use this to invite new chapter members to join the Yahoo Group.

This super useful tool saves me a great deal of time. Check out the signatures feature in your email program to see how you can benefit. Questions – post them as a comment on my blog and I’ll get back to you right away.

Best Tip for Managing Your Email

email

Imagine every email is a phone message you had to return! I suspect that means you are spending your entire work day on the phone and not getting to your important work. If you put your email responses through the same filter as your phone call responses you’ll reduce the volume and focus on the most important messages. 

  • You may think it’s polite to answer each and every email – but it’s not. Email etiquette suggests you only respond when useful.
  • When you see a big list of people who are copied, it’s ok to take people out of the response list if your response isn’t relevant to them.
  • It’s ok to decide that an email string isn’t a top priority and delete it. Remember, only you are in control of how you use and manage your time.

And don’t forget that your email inbox isn’t a storage location. If you don’t need the email anymore, file it, or even better – DELETE it!

Perfectly Productive Product – Incipio Stowaway®

Incipio STOWAWAY
Incipio STOWAWAY

Every once in a while I come across a product that is perfect.

I’ve been carrying the Incipio STOWAWAY® for about the past 6 months. I have had more people comment and get excited about this phone case than anything I’ve owned (that I can remember.) Practically everyone who sees it asks about it and says they want one.

This is a wallet case for my iPhone that holds 3 credit cards (Business Credit Card, Family Credit Card, and Personal Credit Card). It does add a bit of thickness to the case, but that doesn’t bother me. I typically carry my cell phone in my jeans back pocket or in my handbag. The thickness doesn’t affect either of these situations. It is great to have what I need when I need it.

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What do you mean you don’t have a Fax!

Genius Scan
Genius Scan

I’ve been proud of my ability to run a business for over 12 years without a Fax machine.  It always seemed like just one more extra thing to maintain.  Probably once or twice a year I’ve had to ask a friend or neighbor to fax something for me.  But most of the time I’ve been able to scan whatever I needed from my printer and email it. There have even been a couple times I’ve told people to snail-mail me things.

This changed about a year ago when I read about a fabulous app called Genius Scan, free for iPhone and 99¢ for the Android platform.  Imagine using the camera of your smart phone and within moments having a pdf for emailing.  It’s that simple.

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From Digital Clutterer to Digitally Productive

Digital Clutter
Digital Clutter

Yes – actually we now have names for people who keep too much electronic information.  But, there is good news!  Unlike physical clutter where our space fills up and overflows, our computers can handle massive amounts of data.  Bad news is, just like physical clutter, it can negatively affect our quality of life.  Is this you?

  • You’ve missed an important opportunity because the email invitation was hidden among hundreds of unimportant emails
  • You’ve spent hours looking for a document you know you had but couldn’t find
  • Your computer is mired in so much muck that it no longer is the wonderful resource it once was.

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