A question during a presentation last week reminded me of how small critical tools can maximize your productivity.
Most agencies have moved to electronic document management and multiple monitors for processing. However, the comment during my presentation was about the difficulty of working with electronic documents on a screen. I have two recommendations:
Portrait Mode for Viewing Electronic Documents
My first suggestion is to take one of your monitors (preferably the third or fourth) and put it in Portrait mode.
For a more detailed description, you can read my earlier article: An Update on the Optimum Setup for Multiple Monitors in Your Office.
The normal position for a monitor is “landscape mode.” The long part of the monitor is horizontal. Positioning a monitor in portrait mode means you shift it, so the short side is horizontal.
The Portrait mode allows a full page in a document to be displayed without having to scroll up and down the page. Depending on the size of your monitor, this also likely means the document page is larger than life-size, making it much easier to see and work on the page.
My second recommendation is to use an on-screen ruler to help you stay focused on the section of the page you are working with.
In the past, when agency staff worked on a document, they used a vertical paper holder with a ruler that slid up and down to mark their place. Today, you can use an electronic Desktop Ruler, which acts as a virtual ruler, sliding smoothly with the mouse and supporting a multiple monitor configuration. The ruler can be configured to be transparent, or you can change its color.
One of my original TechTips discussed using a ruler and suggested you take a look at Desktop Ruler. A single copy of Desktop Ruler costs $14.95. There is also a bundle price of $19.95, which includes Desktop Ruler, Desktop Magnifier, and Anniversaries Reminder.
I also have discovered a free version of a ruler for Windows called — appropriately – A Ruler for Windows.
What other tools and tricks do you use to maximize your productivity when working with electronic documents?