When people think about increasing their productivity, they often believe they must make large, sweeping changes. Fortunately, we don’t have to overhaul our systems and processes to see positive changes. In fact, minor adjustments can lead to big results over the long term. For instance, when you implement these computer tips for productivity, you’ll notice significant improvement in your workplace experience.

1. Use File Shortcuts

For frequently used files, create a shortcut (alias for Mac users) on your desktop instead of storing the file on your desktop. This will allow you to continue to respect your digital filing system without having to click through sub-folder after sub-folder. Shortcuts also help keep your computer running faster because the file is not stored on your desktop.

2. Shortcut Keystrokes and Macros

Almost every software program has shortcut keystrokes (sometimes called macros) that you can use instead of the mouse. For example, in MS Word, you can click Ctrl+Alt+1 (Cmd+Opt+1 on a Mac) at the beginning of a line, and it will convert it to Heading 1. It’s much faster than highlighting the sentence with your mouse, then moving it to the ribbon and clicking on Styles > Heading 1.

You can also customize your mouse buttons and trackpad to streamline actions you repeat frequently. Of course, it depends on your mouse type and the software you use.

Additionally, consider installing a program like TextExpander (or BetterTouchTool, which is only for Macs) that allows you to type one or two keystrokes and insert a large amount of text. For instance, if I typed @LC in an online form, TextExpander would insert my full email address. Likewise, typing ##HOS might insert a two-paragraph answer to a question that clients typically ask about our home organizing services in Vancouver.

Many of these apps also allow you to re-code under-utilized function keys and create custom mouse and trackpad actions, saving you time (and typing).

3. Use a Headset

Although technically not one of the true computer tips for productivity, noise-cancelling headphones (with a microphone) that sync with your smartphone and/or computer are a good investment. This is particularly true if you use the phone for extended periods or have virtual meetings during the day. They are also helpful for drowning out background noise if you’re not in a meeting.

4. Be Selective about Downloading and Installing Software

Verify software with your systems administrator for compatibility and security. Downloading seemingly innocent free software can seriously compromise your system, resulting in downtime and lost productivity. Incompatible software will negatively impact your computer’s performance. In addition, review your computer regularly. Update the software you use and uninstall software you don’t.

5. Back Up Data Frequently

There is a common expression among computer professionals, “It’s not if you will lose your data; it’s when you will lose your data.” Install a reliable backup system and test it occasionally to ensure it functions when needed. Protect your digital assets by reading more about preventing a data loss disaster.

6. Use a Password Manager

Besides keeping your passwords secure, using a password manager has many advantages. The main time-saving benefit for me is not having to remember all my passwords and then type them (and correct my typos several times) when I log into websites.

7. Improve Ergonomics

Choose equipment that is comfortable to use. Physical discomfort from poor posture results in lost productivity and increased stress. Invest in a variable-height desk and a comfortable chair. An ergonomic keyboard and mouse can reduce the risk of carpal tunnel syndrome. Using a footrest can relieve stress on the spine and neck.

8. Add a Second Monitor

When you have two monitors, you can see multiple applications at the same time. Consequently, you will spend much less time flicking back and forth between windows and re-arranging them on your screen. You can compare data and cross-reference information more easily, saving time and reducing errors.

When you incorporate these eight computer tips for productivity, you will immediately notice improvements in your work experience. Contact the Out of Chaos team for personalized assistance in improving your time management skills. Together, we can develop tailored solutions to optimize your workflow and achieve your productivity goals.