Tech Tips

Technology tips to increase productivity and
improve your work life balance

These technology tips can help increase productivity and improve your work life balance.  This information is a culmination of experiences from ITS staff members, as well as research from the following sites: 5 Tech Hacks to Improve Work-Life Balance and 11 Simple Work Tech Hacks that will Make Your Whole Life Easier.

#1. Start small. Set blocks of time for different tasks

If you have a huge project that you are working on, consider starting with smaller parts of the projects, for shorter time, each day. Whether it be 15 minutes or 45 minutes, by breaking into smaller steps, a little each day you will not feel overwhelmed when the deadline approaches.  When you are working on a task, make sure to close your email and avoid distractions (like looking at your phone) so you can really focus on the tasks.

#2. Photoshop alternative for editing graphics. Shared by Stacie

Photopea.com is a free (ad-supported) web-based alternative to photoshop that allows you to edit or create graphics. Stacie says, “It’s pretty perfect for those who need the features of Photoshop, but only every six months or so.”

#3. GET mobile app. Shared by Stacie

GET mobile app for use with dining locations on campus. You can see your transaction history (wonder how much you spent on your morning bagels this week or how any Payroll Charges are coming out of your paycheck this month?) or do mobile orders for pickup at certain locations.  It’s very handy when you haven’t got much time for lunch or want to grab a coffee while dashing between meetings.

#4. Schedule emails or chats to be sent at a later time

To help improve your work-life balance (and those of your colleagues), instead of sending late-night emails or chat messages, consider using Outlook’s scheduling email feature or Microsoft Team’s scheduling chat message during the working hours. This will help you and your colleagues avoid the need to respond to after-work correspondence.

#5. Schedule availability for meetings

Have you used the scheduling availability in Outlook to try and schedule a meeting with your colleagues? This built-in feature within the calendaring system of Outlook can help you find a day/time that will work for everyone.  Instead of spending countless hours on back-and forth emails, using the scheduling availability will reduce the time you spend on getting a meeting scheduled.  A few other free alternatives you could also use are: Doodle or When2Meet.

#6. Setting up AutoSave in Office 365. Shared by Steve

One feature in Office 365 that would save a lot of time for faculty, staff, and students, is setting up auto save in Office 365. For some individuals this option is not enabled, so double-check your settings and make sure you have this feature turned on.

#7. Set up email filters/rules

In Outlook you can set up filters/rules and have incoming message sort to a specific folder or even color-code the messages.  By setting up filters/rules, this will keep your inbox manageable and you may feel less stress. Learn how to set-up filters/rules in Outlook.

#8. Use your computers voice typing feature. Shared by Candace

The voice typing feature built within your computer is a quick and easy way to capture thoughts, meeting notes, brainstorming ideas, and more.  Having never used this feature before, Candace opened Word and tried the voice type on her PC (see instructions below).  She started talking and everything she was saying was being typed on the Word document and it was accurate. She said, “I was amazed at how easy this was to use.  I need to start utilizing this resource when working on my own projects, in particular when I am starting with a new project and I am just brainstorming ideas.”

Depending on your computer’s platform, you can use any of the following features: voice typing, the dictate option built within Microsoft’s software applications, or the built in speech recognition program.

#9. Use templates

When doing routine tasks, consider using templates. Templates can help save time, ease your workload, and increase efficiency.  Did you know that Outlook allows you to create your own templates?  When composing a new message, click the ‘view templates’ option on the ribbon. From here, you can choose a standard template or create your own.  Outlook templates work well if you are having to send the same correspondence to multiple people and can help you avoid time typing out the message repeatedly or accidentally sending a message to the wrong person. 

#10. Use tasks

Creating and using tasks are a productive way to keep yourself organized.  You can create tasks within Outlook, Office (Word, Excel, PowerPoint) and Teams (which now uses tasks from Microsoft Planner and Microsoft’s To Do).

#11. Combining pdf files into one document. Shared by Steve

Looking for an option to combine your pdf files into one document? If so, then check out the following resources.

#12. Unroll.me

Unroll.me is a free software tool that helps unclutter your mailbox and allows you to select which subscription emails you no longer want to receive.

#13. Use a secure password manager

A secure password manager allows you to store your passwords in one location and provides an option to autofill your login information in a safe and secure manner; making it easy to sign in.  Here are a few secure password managers you could consider using are: LastPass and 1Password.

Bonus Tip: Introduce an OpenAI tool into your work day to help your brainstorming or problem solving. Shared by Andy

Chat GPT offers a free and Pro Version and here are its top 5 recommendations:

  • Help research options or subjects
  • Draft or Edit Documents
  • Brainstorm ideas or problem solving solutions
  • Automate repetitive tasks
  • Advice on how to manage and prioritize tasks