Save Time When You Write

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

abbottr@managersguide.com

shuttle from O'Hare Brocton .. Lockport Chicago limo O’Hare
In The News:

Experts say hackers who used to focus on Windows operating systems are increasingly targeting Apple IDs as part of a new phishing campaign.
Unitree, a Chinese robotics company that developed a backflipping robot, has now introduced a humanoid robot capable of doing a side flip.
Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.
According to the FBI, cybercriminals are sending extortion letters, threatening to release victims' sensitive information unless a ransom is paid.
FireSat is a satellite project designed to detect and track wildfires early, aiming to detect a fire that's the size of a classroom within 20 minutes.
Tech expert Kurt “CyberGuy" Knutsson reports that researchers have uncovered a Chrome vulnerability used in a cyber espionage campaign.
Preserving voicemails securely on Android: Tech expert Kurt “CyberGuy" Knutsson reveals easy methods to keep memories alive forever.
This phishing kit bypasses 2FA via session hijacking and real-time credential theft. Kurt “CyberGuy" Knutsson offers four ways to stay safe from Astaroth phishing attacks.
Tech expert Kurt “CyberGuy" Knutsson discusses Joby Aviation and Virgin Atlantic planning to launch 200-mph U.K. air taxis linking airports and cities.
Fake Apple virus warnings, security alerts and messages are tactics used to prompt you to call a number or click on a malicious link. The CyberGuy explains how to protect your devices.
The combination of artificial intelligence and neuroscience allows a paralyzed man to manipulate a robotic arm by using his brain to imagine movements.
With the help of artificial intelligence, sophisticated fraud techniques emerging today are virtually undetectable to the untrained eye.
Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents
If you need to free up space on your Mac, consider deleting duplicate photos in your image library. Apple makes it easy to do, and the CyberGuy explains the process.
Microsoft is discontinuing Skype in May after 22 years of service. Kurt the CyberGuy addresses other options for internet-based phone and video service.
Tron 1, a Chinese company's two-legged robot, is versatile and can walk, roll and pivot, even on rough terrain. Tron 1 stands 33 inches tall and weighs 44 pounds.
Hackers are tricking people into installing password-stealing malware by making them press keyboard shortcuts under the pretense of proving they're not bots.
Saving the voices of loved ones can be a comforting way to keep alive memories. Kurt "the CyberGuy" Knutsson explains how to preserve voicemail messages.
Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.
The FBI warns that some free online document converters load malware onto people's computers, making their private information vulnerable to attack.
Toyota's compact electric FT-Me is designed to tackle challenges of city living while offering an accessible and eco-friendly transportation solution.
Kurt “CyberGuy" Knutsson says 23andMe's bankruptcy raises data privacy fears: Opt out, download and delete data now.
UBTech and Zeekr unite with AI robot swarms to make car manufacturing faster and smarter. Tech expert Kurt “CyberGuy" Knutsson explains how the process works.
Tech expert Kurt “CyberGuy" Knutsson says Apple's Passwords app had a three-month phishing flaw from iOS 18 to 18.2 patch.
Tech expert Kurt “CyberGuy" Knutsson discusses how this super-small electric mini-truck takes a big step toward production.

If You Want to Succeed As a Writer, Dont Just Think It, Do It

It never ceases to amaze me when a prospective writer... Read More

Written Communications ? 6 Tips on Language & Tone

In most aspects of business, we will be expected to... Read More

Top 10 Tips to Complete a Creative Writing Project Without Losing Your Creativity

Have you ever started a creative writing project with great... Read More

Writing and Self-examination

Good writing requires self-examination. Why is one writing? What part... Read More

Could Your Book Idea Be the Next Best Seller?

Everyone has a unique story to tell. From explaining business... Read More

Who Said That? Making Dialogue Crystal Clear

Recently, I was hunting for a book that would simply... Read More

9 More Writing Tips for Successful Email Marketing

A few months ago, I wrote a guide entitled: 101... Read More

When I Run Out of Ideas

I do on occasion run out of ideas for my... Read More

Time-Saving Skills to Get More from Your Writing

As you set out to create your first niche non-fiction... Read More

Sick of the Traditional Publishing Path?

A book coaching client recently emailed me that she was... Read More

Top Seven Ways to Write your Print or eBook Fast

Want to write your book? But, need a blueprint on... Read More

Top Ten Ways to Write Like a Pro Checklist

Sure you can write, but can you write crisp, compelling... Read More

Message to Online Writers: Dont Give Up On A Good Idea

The writing community is a strong one, with many new... Read More

Does Your Theme Contain Character, Conflict, Resolution?

Creative Writing Tips ?For a theme to work and the... Read More

Eight Ways To Write Your Novel Faster

I asked several writers how long it took them to... Read More

Bring Out the Natural Writer in You

Think you can't write a book that will sell? You... Read More

Is Your Title Compelling?

Short Story Writing Tips:Your title is your selling tool. It's... Read More

Write Your Story, Put It On A Website, Sell Millions of Copies

Although he has his own website, John Grisham probably does... Read More

How to Write Headlines for How-to Articles

Want to write a how-to article but can't come up... Read More

Interview with Suspense Author Peter Abrahams

Peter Abrahams is the author of thirteen novels, including "The... Read More

What Nationally Published Columnist, Cindy Laferle Has To Say About Writing & Journalism

Today Norm Goldman, Editor of sketchandtravel and bookpleasures is honored... Read More

Writing Dialogue That Make Your Characters Come Alive

Characters in a good novel really carry the story along... Read More

A Writers Inner Battle

There is a psychological nuisance so powerful that can deflate... Read More

Does Your Fight Scene Pack a Punch?

Long ago, movie directors mastered the technique of creating a... Read More

Top 7 Writers Sites for 2005

If you dream of turning your book into a best... Read More

Chicago charter limousine service Hickory Hills ..