Are you overwhelmed? Does it seem impossible to finish one task before another plops onto your desk? You need to get organized, and get your work space in proper order. Below I'll discuss some of the ways that you can lower the amount of paperwork you need to deal with, making you more efficient all the while.



I should first begin by offering my apologies to those out there who consider themselves technophiles, who may find this discussion to be too simple. This column deals mostly with helping make your practice a paperless one; paperwork can definitely make it into your personal life as well. In the age of connectivity, technology which at one time people thought would create leisure time (email, cell phones) have instead become time drains on the overall amount of productive time you have in a day. Every minute of saved time adds up fast. Below you'll find some ideas which may help you to do just that:

Dual Monitors - Many computers have video- or monitor- out ports which can connect to another monitor. In fact, many of the smaller, high-definition TV sets have a video-in port capable of toggling between cable and satellite and a computer signal. When you set the computer to dual display with the TV as the second monitor, you can double the work area on your desktop. This can be a useful setup feature, not to be underestimated.

Scan and Shred - I've literally rid the home office of paper by scanning everything - and then shredding it. The Fujitsu ScanSnap 500 is a slick device which scans everything from PDF files to double-sided documents, exporting the contact data back into MS Outlook. It comes with organization software used for document storage. Be sure to have a good back-up storage device for protection; you may want to check out Iomega or Netgear.

Remote Desktop Connection - By using this Windows communications accessory you can prevent paperwork from being brought home in the first place. Once a computer technician sets up your office network, it's easy to access files and drives on your practice's computer from home, doing the work remotely there.

Time-Management Tools - Several software applications can help you keep your day better organized. For example, Franklin Covey's PlanPlus, an add-on for MS Outlook. This application has modules to set up various life goals, from family to business to personal. Also consider David Allen's Getting Things Done (GTD) system available at: http://www.davidco.com; this application can help make your time at work more productive.

Project Management Software - MindManager 6 from Mindjet or other mind-mapping software has become indispensable for managing small to large projects at our practice. Our top IT Manager says he can't function without it. Still, you don't need to be a computer genius to use this tool; it's intuitive, making projects simple to follow in visual form. If you're really obsessed and find yourself shepherding dozens of mind maps, consider a MindManager add-on called Gyronix Results Manager, from Gyronix. This GRM is a dashboard which can handle your mind maps while helping you delegate the who, where, what and when of your project logistics.

Smart Phone - While it is true that no single device can do everything, I have found a PDA or smart-phone to be particularly useful. These devices are cellular phones that run Windows applications and can sync with Outlook on your desktop computer, for access to the Internet, email, and your list of contacts. Some people use the phone connection to get onto the Web, while others prefer to connect through a wireless network with WiFi. Some of the newer versions such as Treo 150W can sync with your calendar and contacts from any location, remotely. Although a bit larger and heavier than a regular cell phone, these devices more than make up for the added weight with increased flexibility.