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Computers, cell phones and personal desktop assistants (PDAs) are just a few of the technology based tools that we casually use in our everyday lives. We use these tools daily to aid us in our communications, scheduling and information gathering. But do we spend sufficient time learning how to use these tools as efficiently as possible? Without an adequate knowledge of how to use these tools, we can waste large amounts of time trying to achieve a specific goal. Have you ever used a butter knife as a screwdriver? The butter knife may have worked but there was certainly a better tool for the job that would have worked easier and faster.
When we use technology in the workplace, our ultimate goal is communication. At some point, we either communicate with other people directly or we share electronic data with others. To better communicate with others, we need to know how to use the tools we have. If we know how to use our office tools effectively and efficiently, we can concentrate on the content we are presenting instead of trying to figure out how to use the technology.
Education and experience both play an important role in the use of these tools. Something as common as a cell phone is now accompanied with a user's guide that is thick and intimidating. Unfortunately, user's guides are not known for their captivating writing style. Most offices use software for email, word processing and spreadsheets. Entire books are written on the use of each of these individual types of applications. Becoming an expert in all of the applications that we use every day would be next to impossible, unless our entire job was dedicated solely to this purpose. However, we all need to take the time to explore the capabilities of tools we use in order to become as efficient as possible. This is where experience will help guide us when acquiring the knowledge that we need. The knowledge can be gained through books, tutorials or the local “expert”. Sometimes the knowledge is learned through trial and error over long periods of time. Regardless of how we get the information, the important thing is to acquire and retain the knowledge.
Technology allows us to access information quickly and also allows us to access large volumes of data. The internet is one of the best examples of this. How often have we searched for information on the internet? Hopefully, these searches produced information that was informative. These searches also produce volumes of data that are useless. Experience and knowledge allow us to narrow the search to a useable list of information.
Increasingly, the technologies that we use are starting to merge. The difference between cell phones, PDAs and computers is becoming increasingly blurred. Each type of device can now have voice capability, calendars, alarms and contact information as well as internet access. Offices are increasingly integrating email, voice mail and faxes so each can be accessed within the same software application. The merging of these technologies and our increasing dependence on them makes it even more important for us to take the time to learn to use the tools as efficiently as possible. Have you ever heard anyone say they knew how to use a word processing or spreadsheet program too well?
Ultimately, it is our individual responsibility to learn to use the tools available to us in the work place as efficiently and effectively as possible. Since we all have different roles in the workplace, we all have different needs when using these tools. Using our experience as a guide, all of us can quickly think of areas where we need to educate ourselves in order to be more effective. Seek out the information and become better equipped with the knowledge available. Find out how to page someone on the phone system, discover how to set tabs using the word processor, and learn how to insert formulas into a spreadsheet. The more we educate ourselves on tools that are available to us, the more we will benefit from each other's experience.
Van Cobbs
Vice President
Comnmunity Group,
Richmond, VA
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