Habit 3: Leverage Microsoft Office’s Productivity-Boosting Features

After a week off, I’m back to the 7 Habits of Highly Productive Microsoft Office Guru’s series.  Today I cover Habit 3: Leverage Microsoft Office’s Productivity-Boosting Features.

When I first started as a Computer Instructor for a large training franchise, I was always saddened by the fact that many people often didn’t take classes past beginning or intermediate levels.  I used to start my beginning course introductions by stressing the importance of taking classes through the advanced level.  You see, many of the time-saving, productivity-boosting features of Microsoft Office are taught in upper level courses; if at all (a little secret that traditional training providers don’t tell you is that not all of a program’s features are even taught in their classes). 

For example, in a beginning Word class, you learn the basics of creating and editing a document.  But, it’s in the intermediate, advanced or tips and tricks classes that you learn time saving features and techniques such as tracking changes, electronic reviewing, or customizing toolbars.  I’m still surprised how many Excel “power” users don’t know how to use Autofill, how to create a custom list or use data validation; all features that allow you to speed up data entry and reduce errors.  And, even though it’s a feature that’s been in almost all Microsoft Office applications since the early days, it breaks my heart how many people I meet who have not heard of Format Painter.

One of the keys to my advanced productivity with Microsoft Office is that I use what I call, Productivity Toolkits.

What is a Productivity Toolkit?  It is a set of five features in each Microsoft Office application that I use every day to save time and systematize my work.

Every Microsoft Office application has features that are designed to save you time with tasks such as:

• Combining two or more common functions into a single click
• Automating typing and data entry
• Reducing errors
• Streamlining formatting 
• Making editing more efficient
• Managing information
• Improving information searches
• Collaborating with others online  

To build your Productivity Toolkit, you should first analyze how you use each Microsoft Office application, by making list of the types of features you use every day and how.  I recommend keeping a log for a few days for each application.  Then look for a pattern and ask yourself, “Where can I save time by learning to do things faster or more efficiently?”  If you’re not sure, get some advice on how you can save time and boost your skills.  After all, programmers get paid goo-gobs of money and software isn’t cheap.   

If you’re not maximizing the productivity-boosting features of Microsoft Office to save time and get more done, you’re not getting the most for your money (and if you’re a Virtual Assistant neither are your clients).