| MUST HAVE Software Utilities - Screen Capture Utility - Is a low cost and simple utility that will snap an image clipping of anything on your screen to use in an email or saving in a document. I use this almost every day when sending emails to consultants to help in explaining exactly what modifications need to be made to a drawing, or quoting a clip from a scanned contract.
- Windows Snipping Tool - This comes free with the new version of Windows Vista. It does all the basics perfectly. I put a shortcut to it in my Quick Launch tray next to my Start Button.
- Snag It - Is the most widely used screen capture utility. I used this before I switched to Vista. It's not free, but it offers a lot more features like capturing an area using a freehand shape.
- Jing - Free video screen capture that uploads the video file immediately to a URL for easy emailing or documenting.
- Review of Screen Capture Utilities
- Password Keepers - If you are still trying to remember the hundreds of usernames and passords you have, you are spenging WAY to much brain power and time you don't need to. There is really only one that tops the charts.
- RoboForm - Offers to remember the username and password when ever you enter one. It will offer to use it again next time you visit the same site (even if it is another page in the same site). It also remembers all your different credit cards and associated billing addresses. Of course it wouldn't be secure without a single Master Password you'll have to remember. It is tricky to manage all the passwords at first, but you get the hang of it quickly. My advice, don't use the folder feature. It isn't necessary. Also, don't force the Master Password to be required for non-secure sites like New York Times. It just adds one more thing to do when you just want to log in quickly.
- Remote Connection Computing - If you have multiple computers or help others with their computers, this is a must have. I used to use Windows Remote Desktop for a long time, but always had problems when dealing with firewalls and connecting to a networked computer from outside the network. Now, https protocol is the only way to go.
- LogMeIn - This is free and needs to be installed on the remote computer ahead of time. But once you add it to your account, simply log into the webpage and click the computer name. And you're in!! As if you were sitting there.
- GotoMyPC - I have not tried this one, but I understand it is very similar to LogMeIn and just as popular.
- Email Follow Up - We've all had this happen: You send an email to someone asking to get back to you or complete a task, then assume it was taken care of and forget to follow up. Email requests slip through the cracks all the time. Email Follow Up is the best tool I know of that automatically alerts you that an email has not been replied to after X number of days. It watches your inbox to see if the person has responed to you with the same subject line. If they have, you never see an alert. If they haven't responded in X days, you get an option to click one button to send a reminder email to them. It works great for me. I even warn people ahead of time with a note in the email that I'm flagging this email with "Email Follow Up", and they know not to keep me waiting.
- Go Paperless - The elusive paperless office...ahh what a dream. It maybe more of a reality than you think. Sure, I use plenty of paper during my work day. I print long documents to read, or color documents for presentation handouts. But I can honestly say I don't save any of it in those dreaded manilla folders. I use a digital file for all of it unless it is a real estate deed, birth certificate, insurance policy, or tax document. If you want to go paperless, you'll be surprised how far along you already are. Most documents are sent to you via email already. And almost 98% of contracts can be signed and scanned in, while still remaining legal. The examples above are an exception. With emails and scanners, even FedEx is too slow for today's productive professional.
- Adobe Acrobat - Buy the Standard version for $299. It will pay itself back with it's extra features. The ability to combine, rearrange and organize the pages within a PDF document is very valuable. Scanning directly into Acrobat also allows you to make the PDF searchable by most Desktop Search programs like Google Desktop Search. Although I rarely use the forms feature and the digital signature feature, they come in handy when you need them.
- Scanners - I use a Multi-Function printer that has a scanner built in such as the Brother MFC. But if you want a high speed one trick pony that does documents fast and two sided, splurge for the Xerox Documate 152. By far, the best stand alone document scanner for the money.
- Copernic Desktop Search - And then there is the job of filing the documents in your computer so you can find them later. I still use folders in the computer religously, but when you simply can't find the document you are looking for, the best Desktop Search Tool is Copernic...hands down. I've used the others and find the user interface in copernic makes it easier to target the exact document I'm looking for.
| | Get Mobile...REALLY mobile - Cell Phone Only - These days a cell phone can keep you in touch with everyone without being tied to a desk or even an office. We can all learn from the younger generation who have chosen to use their cell phone as their primary number. In some cases, it is their only number. Let go of old habits, and switch to a "cell phone only" lifestyle.
- You'll never miss an important call again.
- You can forward your calls to a land line if you get bad reception at the office. (AT&T Fast Forward for $2.99 per month on ANY PHONE)
- You always see who is calling
- All voice mail is in one place and always reachable
- You always have the option of not answering.
- Minutes are cheap now.
- Email On Your Phone - This is essential if you want to keep up with the fast and the successful. Waiting at a red light, perfect, check your email. I used to use a Palm Treo for years. But they have lost their edge to Blackberry. It is so easy my non-tech wife has one, and loves it.
- Blackberry Curve - I recommend the Curve 8310. It is light and thin. It has a camera, GPS navigation, and all the extras. If you want WiFi instead of GPS, go for the 8320. Also, if you run your own email server like I do, you might not know that you can install the Blackberry Enterprise Server Express for Free for one user.This let's you sync your contacts, calendar, email, memos, AND tasks wirelessly with no cords to plug in...ever.
- Apple iPhone - Not recommended. I don't like the keyboard. It is difficult to use quickly. And the fact that you can't find a contact by typing in the first 3 or 4 letters, has me baffled. Other than that the phone is beautiful and well designed.
- Internet Fax - Don't ever use a fax machine again. It is so last century. With scanners and "Internet Fax", there should never be a reason to fax again. I'll discuss scanners later, but when it comes to receiving faxes, I have found 2 services that don't cost the usual $20 / month that eFax does. Yes eFax can be free, but it doesn't send them to you in PDF, you only get 20 pages per month and you get lots of ads.
- MaxEmail - For only $2 per month, you get 500 incoming pages per month and delivered to your email in PDF with NO ads.
- PackeTel - If you want UNLIMITED incoming PDF faxes, you can't beat $4 per month.
- VOIP - As much as I think land lines are becoming obsolete, there are times when land lines (actually VOIP lines) should be used. Where an employee is using a home office and you want to keep the phone number if they are fired or leave. Or when you have multiple people answering a common number that are located in different locations, such as in a virtual call center. In both of these examples, VOIP is the way to go. Otherwise everyone should have a cell phone with voicemail. The receptionist was invented because it was too expensive for everyone to have their own phone number. Not any more. Why do we keep our obsolete habits?
- Vonage - This company has pioneered the easy to use VOIP service. It started as a residential service, and has become just as useful in business. And yes, the quality is up to par. More importantly, VOIP allows you to do things that your normal phone line doesn't. You can take the phone line with you where ever you go. The small box is portable, and easily plugs into any internet connection. It also let's you transfer the call to other VOIP lines, even if the other VOIP box is half way around the world. If the internet connection goes down, it will ring your cell phone or any other number you choose. The point is you are in control, and will be able to keep the number no matter where your company moves.
- Online Meetings - This technology will drop the hammer on your last excuse for not working remotely. Online Collaboration Technology allows you to talk to a co-worker or consultant while sharing the same computer (either yours or theirs). In real time, you can be discussing the changes you want to make to your marketing flyer while pointing to it on the screen and even drawing or highlighting the changes. This can eliminate up to 90% of your reasons to meet. And save you thousands of dollars in travel expenses. Not to mention the saved time.
- GotoMeeting - After considering all the competing options, I chose to sign up with GotoMeeting because it offered the most features for the money. Microsoft has a similar product, but it seemed it was more for giving remote presentations. I just want to share computers quickly and reliably.($39 per month)
- Yugma - I just found this FREE online collaboration tool that does all the basics GotoMeeting does. It even let's you change presenters, but doesn't give all the users keyboard and mouse sharing unless you ugrade to the $9.95 premium version.
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