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6. Keep your smart-phone applications up-to-date. Chances are you use the little computer on your belt or in your purse as much as the one on your desk, so remember that the applications on your smart phone are not necessarily updated automatically. Download the latest versions of key programs to your phone to maximize your efficiency.
Improvement actions
1. Determine which internal functions can be outsourced. You might find it considerably more cost-effective to switch from your internal Exchange server to an online service that will host Exchange e-mail and calendar functions for you, eliminating your system maintenance expense in this area. Alternatively, you might consider switching to free, Web-based e-mail and calendaring services like those offered by Microsoft’s Windows Live and by Google. Free Web site hosting is available for nonprofit organizations from vendors such as DreamHost or Microsoft Office Live Small Business.
2. Get connected for mobility. If you aren’t using a laptop computer or smart phone, give them another look. Their prices have come down significantly, and you can use them to access e-mail, calendars, contacts, the Internet and documents anywhere, anytime. Excellent smart phones can be purchased for as little as $100 to $200, with a service plan; and lightweight laptops now cost as little as $500.
3. Increase your Internet bandwidth. Few things will deter efficiency as much as a slow computer network. Invest in the bandwidth you really need to ensure that e-mails are sent and received easily, work on the Internet can be carried out speedily, and files can be accessed and saved readily.
4. Review your technology training needs for 2009. Have you experienced substantial turnover in your organization? Have newer staff members received appropriate technology training? Determine who needs what kind of training and develop a plan for delivering it.
5. Subscribe to RSS feeds. RSS (Really Simple Syndication) is a service that allows your computer to automatically receive updated reports and information from Web sites to which you subscribe. These updates are delivered to a folder in Microsoft Outlook or to your Web browser or other “RSS reader” screen on your computer. If you have a favorite magazine, news site, blog or other online resource, chances are you can subscribe to its RSS service and receive updates as soon as they are posted. This eliminates the need to go to individual Web sites to get new information; instead, new information comes to you!
6. Survey your staff. Ask your colleagues and employees what technologies they would like to have that would help them do their jobs better. You may find that you already have the technology but have not fully implemented it or that it may be inexpensive to acquire.
7. Learn shortcuts. There are many time-saving tips available. For example, to quickly get to your desktop simply hold the Windows key and press D. You don’t have to minimize all the open windows! Likewise, if you need to quickly log out, try Windows key–L. Learn many more tips for Windows and Office at Microsoft Office Online. Sites such as Lifehacker and WebWorkerDaily also have lots of time-saving tips. (Be sure to subscribe to the RSS feed from these sites, as mentioned above!)
These often small actions can make a very big difference in your organization and can help you make it through the downturn with an upturn in organizational effectiveness.
Andy Wolber is executive director at NPower Michigan.
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