I'm in the process of moving from one computer to another, and one of the things I really miss so far is a good keystroke macro program.
That's a program, a communication technology, that allows you to trigger long strings of text, including names and email addresses, with just a couple of keystrokes.
For example, I often have to write out the name of my book, A Manager's Guide to Newsletters: Communicating for Results. With a macro, I simply type "mgx" (without the quotation marks) to write out the first half of the title (up to the colon), or "mgc" to write out the full title.
If you've used them yourself, you know how handy it is to be able to have shortcuts to commonly-used pieces of text (also called boilerplate).
Almost every kind of writing uses commonly-repeated words and names, and once you get used to using macros, they save a lot of time that would otherwise be spent hammering on the keyboard.
They're especially useful for snippets of text that involve hard- to-reach characters on the keyboard. For example, when you type an email address, you have to reach to the upper left corner of the screen to hit the "@" key. So, I have macros for commonly used email addresses: "abcx" for "abbottr@managersguide.com" and "ralx" for "abbottr@managersguide.com"
As the latter macro suggests, it helps to have a shortcut that resembles the text that will be written out. You can also use keyboard function keys or combinations of keystrokes as your shortcuts, whatever works best for you.
It's also helpful, if you don't already have shortcuts or macros, to start with a few and add them slowly. That way you don't have to think about them; each becomes well established in your memory. In my experience, if you have to stop and look for the shortcut, you've probably lost much of the advantage that's gained by using them.
In the same vein, consider boilerplate email messages. I use the Eudora email program, which calls them 'stationery' and makes their use relatively easy. In this case, you're not just shortcutting a word or phrase -- you're shortcutting an entire email message. Some other email programs allow you to do the same sort of thing.
To create a piece of stationery, simply open a new email message form and put in your return address, the subject line, and the text of the message. Then save it as a stationery file in an appropriate folder. When you need to send that message again, simply get a copy from the folder, insert the address of the person you want to contact, and click the Send button.
You could, of course, do essentially the same thing with a macro program, but it's faster and easier if your email program lets you create these boilerplate messages.
I use stationery messages for routine thank-yous, for follow-ups on various projects, and for responding to certain types of inquiries. You wouldn't use them for important messages or messages requiring a personalized response.
However you do it, the important thing is to use boilerplate tools when you can. They're one of the easiest and most effective tools for time-efficient writing.
About The Author
Robert F. Abbott writes and publishes Abbott's Communication Letter. Each week subscribers receive, at no charge, a new communication tip that helps them lead or manage more effectively. Click here for more information: abbottr@managersguide.com
weekly home cleaning Highland Park ..Working on my first humorous novel, I started with a... Read More
Mixing and mingling with industry professionals is an opportunity that... Read More
A book coaching client recently emailed me that she was... Read More
If you find your sentences filled with commas, and they... Read More
This is the ideal topic for us all to think... Read More
1. Make your goals achievable.By achievable, we mean realistic and... Read More
Is your book nearly finished, finished, published, or even in... Read More
(excerpted from the "How to Use a Journal" audio series... Read More
When you read a letter from someone, we are immediately... Read More
Do you have trouble getting your thoughts and ideas down... Read More
Want to write your book? But, need a blueprint on... Read More
There are a lot of tapes and books and CD... Read More
A friend and I were talking the other day about... Read More
1. No one else will do it for you.2. No... Read More
Over the past eight years or so, I have tutored... Read More
Chances are, you'll be busy over the next several weeks.... Read More
Freewriting is a release from the prison of rules. It... Read More
Human beings seem to be born with a gene for... Read More
Think you can't write a book that will sell? You... Read More
The following rules are essential if you want people to... Read More
What possibly could I have to write about? I never... Read More
So, the decision is final. I am a writer.Actually, I... Read More
Okay. So I'm not David Letterman. But I doubt if... Read More
He ran up the steps and knocked on the door.... Read More
The Big IdeaOkay. So youve figured out that you would... Read More
whole house cleaning Park Ridge ..What is this annoying, insidious angst that permeates my psyche?... Read More
In his book, "Achieving Financial Independence as a Freelance Writer,"... Read More
Have you ever had a student write to tell you... Read More
Fiction manuscripts receive feedback that addresses and scores:? The theme... Read More
In a crowded market, clients will be seeking personality as... Read More
The Internet has truly revolutionized the careers of writers worldwide.... Read More
Mindmapping is better than linear outlining because authors can use... Read More
Every part of your book can be a sales tool.... Read More
1. Make your goals achievable.By achievable, we mean realistic and... Read More
Do you suffer from writer's block? Is there a pending... Read More
Or do you?Writers write. You shouldn't wait around for inspiration... Read More
Set your journal or diary where you will see it... Read More
Writing better is critical for students. But it's even more... Read More
Writers are often are greatly surprised or disappointed by how... Read More
My article this issue is an excerpt from a book... Read More
People can't believe I did it, but I did. I... Read More
The dash--that curious mark of punctuation people use in their... Read More
I do on occasion run out of ideas for my... Read More
ELICIT, ILLICITElicit means to extract or draw out; illicit means... Read More
I???ve spoken to hundreds of editors, employers, and project managers... Read More
Paulo Coelho was born on August 24th 1947 in Rio... Read More
Creative Writing Tips ?By now you should have an idea... Read More
Here are 3 journaling or diary ideas that can contribute... Read More
Calling all publishers, editors, journalists and freelance writers. It's time... Read More
Good writing is like sex. Two people are involved ?... Read More
Writing |