Admin's Assistant

Ways you can use technology that actually save time 

We can easily look around in our everyday lives and see how modern technology saves us valuable time, from microwave popcorn to multifunction office machines to programmable robot vacuums.

Many doctors are starting to use handheld technology, such as laptops, during office visits, to spare themselves the time-consuming duty of paperwork and filing. This then enables longer patient visits and improved care.

The modern computer revolution has changed the office environment for just about every industry and every day-to-day operation. Even hands-on, traditionally manual jobs such as auto repair use computers and other electronic equipment for diagnostic tests.

Offices can save time and wasted steps by replacing printers with all-in-one devices that can fax, scan, copy and print all from one workstation. These all-in-one devices, also known as multifunction printers, save office space, too!

You can organize a digital filing system on your computer, with descriptive document and folder titles, which could eliminate countless paper trails and hardcopy file maintenance. Once this system is in place you could review stored documents periodically and remove the ones you no longer need.

E-mail is a great advancement in communication, but messages should be short and direct. Keep your e-mails specific so they get read and acted on quickly. Limit your e-mail volume by screening messages by subject and only give out your address when necessary. Don’t respond to spam, which just confirms your valid e-mail address and leads to even more spam—simply delete.

You can make the most of your telephone if Caller ID is available to screen your calls. Your phone company may offer services that route calls to your voice mailbox or another phone, such as that of a secretary or receptionist. Set aside time only once or twice a day for returning e-mail and calls, and reduce phone tag by leaving messages that offer the best time to respond.

The world of technology is an ever-changing and fast-paced environment which replaces existing technology with new updates or gadgets all the time, it seems, and the Internet offers quick-and-easy online research and communication. Take advantage of the time saved and become more involved in your favorite activities.

What is your favorite piece of technology?