Just 'Wait' After Turning on Your PC: 'Automation' Settings That Prepare Your Work Automatically
In the previous article, I wrote about systems for reducing the time spent on mental decision-making by using email 'auto-sorting' and 'digital notes'.
This time, I will continue that topic. I will write about more specific PC settings to 'reduce manual work time'.
Daily repetitive tasks like 'launching apps' and 'typing standard phrases' such as addresses or department names.
Even if each one takes only a few seconds, they consume a massive amount of time and focus when they add up.
I will introduce three systems I practice for saving time.
1. Leave morning preparation to 'Windows Startup'
When you sit at your desk in the morning and turn on your computer, do you find yourself clicking and double-clicking icons to open your email software, chat tools, attendance management screens, and so on?
I have completely eliminated this time and use the Windows 'Startup' feature instead.
The mechanism is simple.
I have set it up so that all the following tools launch automatically as soon as the computer starts up.
Email software
Internal chat tool
Frequently visited websites (news, company portal, etc.)
Once I turn on the computer, I just go to make coffee.
By the time I return to my seat, all the tools are fully open and waiting for me, ready for me to 'start working'.
I don't even need the small burst of motivation to 'Okay, time to open my email.' The moment I sit down, I can start working with everything ready to go.
2. Handle troubleshooting instantly with email software 'Quick Steps'
Because of the nature of my work, I often have to deal with troubleshooting and replying to inquiries, and the 'Quick Steps' feature in my email software is very effective here.
When a problem occurs, a prompt response is required.
However, typing manually in a hurry can lead to typos and is mentally exhausting. Therefore, I have registered frequently used reply patterns to a single button.
Complete the 'initial response' with one click.
For example, when I receive an inquiry email, I just click the 'Initial Response (Receipt Confirmation)' button.
To: Recipient is set automatically
Subject: "[Receipt] Regarding your inquiry" and similar are inserted automatically
Body: Standard text like "Thank you for contacting us. We will review your inquiry and a representative will get back to you shortly" is inserted
I have registered this to a shortcut key, so by simply opening the email and clicking the button, I can complete an initial response that gives the sender peace of mind.
When your initial response is fast, you can proceed with subsequent tasks calmly.
3. Don't even type your own email address. Utilizing dictionary registration
To save even more time when creating documents, I make full use of the PC's "Word Registration (User Dictionary)".
I register my department name, email address, and strings of alphanumeric characters that are a hassle to type if you make a mistake, all with the shortest possible "reading".
"busho" -> Convert -> "[Department Name] [Section Name] [Team Name]"
"mail" -> Convert -> "myname@example.co.jp"
"denwa" -> Convert -> "090-xxxx-xxxx"
"jusho" -> Convert -> "100-xxxx Tokyo..."
Just by typing "busho" and pressing the convert key, the long official name is displayed instantly.
This prevents input errors, and above all, it eliminates the mental load of thinking, "Wait, what was the exact department name again?"
Don't work hard yourself, let your PC do the work
Busy modern people, not just working moms, tend to be "multitaskers." That is exactly why the right approach is to leave simple tasks that you can ask your PC to do to a single setting.
Startup to automate preparation.
Quick Steps to automate email handling.
Dictionary registration to minimize input.
Use the time you've saved for work that really requires your brain, such as taking time to drink coffee slowly or sitting down to think thoroughly about improvement measures.
To create such "breathing room," please take a look at your PC settings.