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Do More
Without Spending More Money

Here are a few ideas to help you get more value from the investment you’ve already made in the technology you have before you buy even more.

Learn New Features

People only use about 10% of the features of their software. So, the easiest way to do more without additional expense is to learn to use those features. It may take some time, but, hey, you’re already spending that time doing things the hard way. Why not spend some of that time up front learning a new feature every once in a while?

Strategies to Learn Those Features

The most important thing is to know what to computerize. There’s no point spending hours learning how to do something that will save you time only once. So, Tricia’s rule #1 is if you’re going to do something more than three times, computerize it. It can be big or small, just make sure you’re going to do it more than three times to make the effort worth while.

You can also look at things that you can’t do now or that you have only limited capacity to do. For example, keeping up with clients is a lot easier if you use a database or contact manager to remember the details, remind you to call, and send form letters.

Finally, look at your interests. Make it fun. Find something you want to do (not just those unpleasant administrative tasks – although it is nice to have the computer do those for you!).

That takes care of the first thing about learning – being motivated.

Make Sure It Makes Sense…to You!

The second thing about learning is making sure the way the material is presented makes sense – to you. There are different learning styles and skill levels. Just because it works for someone else doesn’t mean it will make sense to you. Some people like to read about it, some like to see it demonstrated, some like to be walked through the keystrokes themselves. There are books (reference manuals, step-by-step guides, workbooks, etc.), CD-ROM disks (some of these are very good – they show you how to do it and some include a workbook), newsletters, videos, and more. You could take a class (this is good for the extroverts) or get one-on-one instruction.

You should understand where your ego comes in (no one wants to look stupid and computers can do that in a hurry) and accommodate that. If you don’t want to look ignorant in front of people, a class may not be your best choice, except in my class where we are only allowed to laugh WITH each other. The main point is to find a learning method that won’t beat you up – find one that makes sense to you.

Besides the presentation method, the level of information must match where you are. You will be frustrated (and/or feel stupid) if what is being presented is too easy (or too difficult) for you. Build on what you already know. It also helps if you focus on one area at a time. Learn some related features in one program before learning something in another program. Break things up into byte-size pieces.

Don’t confuse yourself with too much information all at once.

I do not do all day training for that reason – what people learn in the morning is usually lost when they try to cram even more in during the afternoon. I find 2-4 hour training sessions the most helpful. If you’re using a book, CD-ROM disk, or some other self-study method, you can easily break it up into 15-30 minute blocks. Now, use it – as soon as you can, as often as you can, so it really sticks.

One last tip on a frequently asked question. What are the best books? First, learn a little about the program. Then, find a book and read instructions on a feature you already know. If it doesn’t make sense, move on to another book. If it does make sense, read on a feature you don’t know and try to visualize it. Keep looking until you find one that makes sense. Because if it doesn't make sense in the store, it probably won't while you are sitting at your computer either.