Debbie Mayo Smith, International Motivational Speaker
Motivational Speakers, Sales, Marketing, Time Management, Productivity, Technology, Tips

18 November 2015

Your Business Quick Tip Alert
Vol 14 No#111


How You Can Gain Back Half An Hour a Day

This newsletter was written on a flight from Auckland to the Gold Coast, on my way to present to 600 Finance Brokers.

One of the statements I made was ‘I can do in 15 minutes what takes others three days and three staff members to do.’

So I thought to share with you four of my daily personal software timesavers. I know – beyond a shadow of doubt - if you use them, they will free up at least a ½ an hour per day for you. Interested?

1. Unsubscribe Rule
You probably know about rules. Heck I’ve been swearing by them for 15 years. Well, I had an epiphany last week andcould shoot myself for not thinking of it years ago. First if you don’t know rules, it’s an inbox function that looks for things you specify when emails arrive or are sent; then preforms the action you tell it to – put in folders, delete, respond.

Now, back to the epiphany.

I don’t know about you, but every day I handle 60 - 80 promotional type emails, most which I never subscribed to. The bazinga thought was to create a Rule (Filter in GMail) looking for the word 'unsubscribe' in the body of the email; and move it to the unsubscribe ruleinbound marketing folder. This has saved me 10 minutes minimum daily since starting. You can put an exception to this rule if it has a response to your outbound business marketing emails.

If you do create this rule, promise me you'll put an exception for my emails debbie@successis.co.nz !!!

2. Siri, S Voice, Voice Recognition
When you turn on the voice recognition on your phone, you can do two things.
First, commands. Such as “read me my emails”; “send a text to Charles”; set my alarm for 6 am tomorrow”; how do I get to the airport from here; “take a note”.

Second, dictate. When voice is on, then every time the keyboard comes up, you can dictate instead of write – emails. SMS messages. Searches. I have barely used my keyboard for writing in over two, three years. The more you use it the better it gets. This saves time both not only typing, but allowing you to multitask.

Picture this. You’ve just seen a potential new client. As you leave their office and you’re walking, you dictate an email to them (by the way it recognises full stop, new paragraph, comma as instructions). How impressed would they be if they get an email not 10 minutes after you left thanking them for their time? Using voice recognition on a daily basis saves me at least 10 minutes daily.

3. & 4. Pivot Tables and Text To Columns
I’m sure you use Excel. It’s my right hand in business and wouldn’t you know it, all the cool time saving features are hidden. Either in the ribbons or in the fx menu.

You know a picture is worth a thousand words. Well, for every presentation I do, I send out a preconference survey. I use the responses to help understand the audience better and to customise their presentation. With a click of a button pivot tables can tabulate the results, and graphically illustrate it beautifully.  You could use this to differentiate sales, regions, sales team results…. Watch the how-to video (1 min. 12 sec) https://youtu.be/aRgWCpNtPWo

When I send them a thank you and ebook for their efforts, I have their names in one column, yet I want to personalise the emails with their first name. Before I do the personalised email merge, I use the function text to columns (in the data menu). With three clicks, it will split first names from last names, irregardless if it is 17 or 556 or 20,000 rows. These two features would save days upon days of one by one manual work. But let’s average it out to 10 minutes a day.

There you go. Four simple computer tricks with the technology you touch every day. At least 30 minutes freed up. Now go, get a magazine, put your feet up, grab a coffee or wine and enjoy your new found half hour!

Where's Debbie? Book now before your date is lost. Customised in house training for groups as small as 6
Get a speaking or training quote

Date 2016 Event Location
10 October Leading Property Managers NZ Conference New Zealand
16 August Pitstop Annual Conference Auckland
25 July How You Get More Done In Less Time Masterclass Melbourne
18 July How You Get More Done In Less Time Masterclass Sydney
28 June Rural Contractors Association Conference Bay of Islands
18 May How You Get More Done In Less Time Masterclass Auckland
10-11 May Assoc. Consulting Engineers NZ Queenstown
15 Feb PCS Connect Professional Development Day Auckland
Date 2015 Event Location
6 Dec- Feb 15 Available for USA European Australian conferences USA Europe Australia
30 November Available for private workshop Noumea Noumea New Caledonia

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Published by SuccessIS. Debbie Mayo-Smith International Motivational Business Speaker and Author, 35 Chelmsford Ave, Glendowie, Auckland NZ. Phone 64 9 575 5359. Copyright 2015 SuccesslS.


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