12. Productivity Ideas
Introduction
88 Make automation your goal
89 My favourite free tool
90 Text replacement utilities
91 Form filling
92 Visiting favourite sites
93 Stop the hassle of posting at forums
94 Fun with filters
95 Using and choosing an autoresponder
96 The best invention since the wheel
97 How to stop procrastination
The most common complaint from Internet marketers is
"Why are there only 24 hours in a day ?"
Hopefully this section of short tips will help solve the problem.
Tip 88
Make automation your goal
If you are spending 23 hours a day building your business on the Net you are facing a dilemma.
Your aim might be to have your web traffic, your customers, your orders to double, then treble, and so on - but how will you cope with the corresponding increase in the requirement of your time as more emails, orders, opportunities pour in ?
Here is the solution.
You need to ask yourself this one question - continually.
It's not
"How can I make more money on the Net ?"
It's
"How can I fully automate every single aspect of my business ?"
By making the second question your goal you will eventually attain the first.
You will find there are many tools, services and ideas around to help you, for example
- autoresponders
- mailing software
- automated order processing and affilate payments (for example ClickBank)
- email filters
- canned email replies
- text replacement utilities
- automatic domain and hosting renewal plans
Start now - ask the question for every task you do today.
Tip 89
My favourite free tool
If you are using Notepad sling it in the bin.
Imagine a tool that is one thousand times better, with so many features that I still use only a fraction of them after several years.
Introducing NoteTab.
Some of the main features include
- The ability to open and edit many documents at once
- Text drag-and-drop editing
- Clipbook tool for reusing common extracts of text
- Favourites list to quickly open files or directories
- A Paste Board file to save text clips automatically
- Can edit huge files
- Strip HTML tags from your files
- Complete document statistics
- Powerful search and replace tools
- Macros to speed up your work
I have NoteTab permanently open on my desktop and practically run everything from it.
I can click on an URL in a text file and it fires off my browser.
And I don't use a design tool such as FrontPage or Dreamweaver to create my web pages. I simply use NoteTab: it helps that my sites use Cascading style sheets - see Tip 17 - so that I am mainly editing text.
All this and more - and its Free !
Visit the NoteTab site here
Tip 90
Text replacement utilities
Are there fields of text that you need to type over and over again in the course of your day ?
Then a great time saver is a tool which replaces text.
The one that I use, ShortKeys can be used with any program that allows text input such as a word processor, text editor or e-mail program. It replaces a word or code of your choosing with the required text which can range from a sentence to several paragraphs (up to 3000 characters).
So, for example, I have set up these short codes:
'e' for my email address
'w' for my main website address
If I type in #e it is replaced by hsegal@supertips.com
If I type in #w it is replaced by www.supertips.com
You may have seen similar features in text editors such as NoteTab or email programs such as Pegasus but the advantage of ShortKeys is that it works at keyboard level and so can be used for ANY program that you are running.
There is a similar tool BizAutomator which has the additional feature that you can select and click on the short code that you wish to use.
Forms can appear in several different guises at web sites, ranging from an obvious order form awaiting entry of purchase information to a forum posting page - yes that's also a form.
You can cut down on form filling time by using text replacement utilities as described in the previous tip, but a much better method is to use a form filling tool.
This will insert predefined fields into a form such as name, email address, home address, phone number, even credit card number.
And the good news is that there's an excellent tool freely available.
It's just one of the features of the Google Toolbar, others include
- improved navigation
- advanced search options
- pop-up blocker
- blog creator
- page information
- page rank display
You can download the Google Toolbar from the Google site.
Tip 92
Visiting favourite sites
There are many specific sites which I may need to visit in the course of a day.
For example
- my favourite discussion forums
- affiliate center sites (to check hits and commissions)
- various member sites
- pay per click accounts
- ad tracking control centers
- ISP and hosting support
- and more
In addition some of these will require entry of userid and passwords.
So how do I quickly find these links and associated information ?
I set them all up on a LOCAL web page on my PC (actually one main page with links to additional pages) and make this page the default home page of my browser.
The payoff ?
If my screen is showing only the Desktop and I need to access an important site I can reach it with just two clicks
Tip 93
Stop the hassle of posting at forums
In certain types of forums you cannot edit after posting - so you obviously need to get it right first time.
In the worst case you may need to set up as many as 7 fields, for example
- Name
- Subject
- Email address
- Message Content
- Link URL
- Link title
- Image URL
My method is to set up all this information first on a file, and run a spell check and line reformat on the content field section. I then copy it all to the Message Content field at the forum.
This means that I now have all the information in one place and can simply cut and paste to the real fields. In case I accidentally hit 'Submit' during the process I leave the Name field to the last as this is a mandatory field so any submission will be rejected if it is not present.
There are more tips on posting at forums (for profit) in my FREE ebook: Forum Supertips
No doubt you are receiving vast amounts of junk mail in your message box every day: and wasting precious time sorting it out ?
Then take a look at the mail filtering tools provided with your email client. You'll find ways to detect messages from certain sources or with certain content and discard them.
You can also apply routine processing to legitimate messages such as moving them into particular folders or sending out an automatic response.
Then it remains to eagerly scan your reduced list of messages for those eagerly awaited commission notifications.
But you don't have to !
If they have a specific format or are sent from a specific address then you can configure your email reader to filter them out and take an appropriate action.
With my email client (Pegasus) I arrange for these messages to automatically change color to red.
I've also heard from others, who make such messages play a sound or even have them forwarded to their mobile phone.
That's a bit too advanced for me.
I'm just happy when I see red.
Tip 95
Using and choosing an autoresponder
The benefits of an autoresponder are so well known that there is no need to explain them here.
(But if you are not aware of them then here's a tip: as with any product visit a sales page and you can find lots of good ideas on how to use the technology.)
The first basic autoresponder would simply reply to an incoming message, then gradually more features were added such as a series of follow-up messages: then came a merging of functions so that an autoresponder tool can now provide a mailing list facility with a database of contacts.
When I first started my newsletter I used a free service Yahoo Groups to handle all the hassle of distribution, subscription processing and bounced emails.
Then I started looking for a product where I could maintain a database of contacts including subscribers to the newsletter and those who request my articles, download my books, join my affiliate program and so on.
Plus the facility to follow up with autoresponder messages.
Here are the options:
- 1. An online service
Disadvantage: the expense of a monthly recurring fee and the risk of loss of service if the company disbands.
- 2. PC based product
Disadvantage: it can only send instant automatic replies when your PC is up and the software is running.
- 3. A server based product.
Installed on your own host this has none of the above disadvantages.
Consequently this is the option I chose. The particular tool that I use and highly recommend is AutoresponsePlus
Once you have your autoresponder installed you will want to set up autoresponder courses, each follow-up message building on the other, preselling your products until ultimately your reader becomes a customer.
Or alternatively ... he unsubscribes.
Because if you don't manage it properly that will be the unfortunate result. You've probably taken the same action yourself after a barrage of blatant product announcements with no useful content
But done properly it's the ultimate in automation and sales generation.
Learn the right way to do it. Click here
Tip 96
The best invention since the wheel
They say the greatest invention ever was the wheel: so I reckon the second best is ... a mouse with a wheel.
It allows you to scroll easily through documents without having to position your cursor on the scroll bar.
If you are ever forced to revert to a basic mouse you will find your finger constantly reaching for the wheel that's not there.
Well I guess that must be the shortest tip in the book - so I'll add another mouse tip here.
Have you ever found that your mouse had a mind of it's own ?
It fails to point where you want it to, you struggle to select items of text for copying or cutting. Very frustrating - but the solution is simple.
Just unscrew the base and you will see a few rollers which surround the tracking ball. They will probably be coated with deposit which you need to scrape off.
And then, as if by magic, you will have a perfectly behaved mouse
Tip 97
How to stop procrastination
Pardon - you'll come back to this when you have more time later ?
No - I suggest you stop now and read on.
Here are 3 situations which induce procrastination - and I show you how to overcome them.
1. It's great fun to visit the forums and spend hours reading the posts, or to continually interrupt your work checking your email for sale notifications or interesting messages.
The solution ?
Set yourself a specific work target, such as completion of a book chapter, at which point - and only then - do you allow yourself to revert to your favorite pastime.
2. You can spend forever planning the ideal web site - in terms of layout, color, images, tables, lists and so : and you will never get it off the ground.
You cannot afford to wait until it is perfect. The solution is to set up your web site as soon as you can even if it is only 80% of where you want it to be, but ensure that the structure is right so that further improvements will be additional changes to your pages rather than a complete redesign.
Don't become a victim of 'analysis by paralysis'.
3. You are daunted by the size of a project you are about to start - and consequently are unable to start.
Suggestion: why not do individual steps in the reverse order ?
So for example, when creating your own product, rather than struggle with the difficult task of writing sales page copy (step 1) knowing that you then have to set up the ordering mechanism (step 2), get step 2 out of the way first.
Once achieved this will give you the impetus to complete step 1.