Save Time When You Write
I´m in the process of moving from one computer to another, and one of the things I really miss so far is a good keystroke macro program.That´s a program, a communication technology, that allows you to trigger long strings of text, including names and email addresses, with just a couple of keystrokes. For example, I often have to write out the name of my book, A Manager´s Guide to Newsletters: Communicating for Results. With a macro, I simply type "mgx" (without the quotation marks) to write out the first half of the title (up to the colon), or "mgc" to write out the full title.If you´ve used them yourself, you know how handy it is to be able to have shortcuts to commonly-used pieces of text (also called boilerplate).Almost every kind of writing uses commonly-repeated words and names, and once you get used to using macros, they save a lot of time that would otherwise be spent hammering on the keyboard.They´re especially useful for snippets of text that involve hard- to-reach characters on the keyboard. For example, when you type an email address, you have to reach to the upper left corner of the screen to hit the "@" key. So, I have macros for commonly used email addresses: "abcx" for "
abbottr@managersguide.com" and "ralx" for "
robert@abbottletter.com"As the latter macro suggests, it helps to have a shortcut that resembles the text that will be written out. You can also use keyboard function keys or combinations of keystrokes as your shortcuts, whatever works best for you.It´s also helpful, if you don´t already have shortcuts or macros, to start with a few and add them slowly. That way you don´t have to think about them; each becomes well established in your memory. In my experience, if you have to stop and look for the shortcut, you´ve probably lost much of the advantage that´s gained by using them.In the same vein, consider boilerplate email messages. I use the Eudora email program, which calls them ´stationery´ and makes their use relatively easy. In this case, you´re not just shortcutting a word or phrase -- you´re shortcutting an entire email message. Some other email programs allow you to do the same sort of thing.To create a piece of stationery, simply open a new email message form and put in your return address, the subject line, and the text of the message. Then save it as a stationery file in an appropriate folder. When you need to send that message again, simply get a copy from the folder, insert the address of the person you want to contact, and click the Send button.You could, of course, do essentially the same thing with a macro program, but it´s faster and easier if your email program lets you create these boilerplate messages.I use stationery messages for routine thank-yous, for follow-ups on various projects, and for responding to certain types of inquiries. You wouldn´t use them for important messages or messages requiring a personalized response. However you do it, the important thing is to use boilerplate tools when you can. They´re one of the easiest and most effective tools for time-efficient writing.
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