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Improve Workplace Productivity With Microsoft Word: 11 Tips To Make the Most of This Program

Microsoft Word is an indispensable part of most business environments. It has numerous features that can help you boost productivity.

Microsoft Word is one of the most popular office programs in the world. It allows millions of people to complete their duties more efficiently.

Whether you’re a beginner or advanced user, you can use the software to create many different documents. The list includes business letters, resumes, flyers, marketing newsletters, labels, plans, employee reports, and seminar documents. Best of all, you can print and share them within seconds.

It’s easy to see why most companies rely on Word. But the reality is, many people haven’t tapped into the full potential of this tool. It’s chock-full of features that can help you be more productive, yet not a lot of people know about them.

This article will provide 11 tips on making the most of Microsoft Word to enhance your workplace productivity.

THE 11 TIPS

TIP #1 – SWITCH TO AN ONLINE WORKSPACE

One of the best things about Microsoft Word is that you don’t have to install it on your smartphone, tablet, or computer. The office.com website allows you to sign in with your Microsoft account and use Word Online, the online version of this program.

This is especially useful for people with limited storage on their devices since Word can be hefty. It uses around 1.2GB of storage space for Mac and 2.10GB for Windows.

It provides the same functionality without taking up space on your device.

TIP #2 – COLLABORATE EFFICIENTLY

Word allows you to edit the same documents simultaneously. You only need to save your file to your OneDrive account, use the Share function, and send it to your colleagues. People who receive the link can then edit the file with Word Online or the desktop app.

TIP #3 – INTEGRATE WITH DICTATE

Businesspersons do a lot of writing throughout the day, including responding to emails and creating presentations. This can cause both physical and mental fatigue. Using speech-to-text can be much easier, and this is where Dictate comes into play.

This Microsoft Garage add-in for Word, PowerPoint, and Outlook converts what you dictate to writing with advanced speech recognition technology. As a result, your fingers can finally take a break from all that typing.

TIP #4 – ESTABLISH EDITORIAL CONTROL

The Track Changes feature in Word enables you to monitor all the edits in your document. You can find it in the Review tab, and clicking it allows you to see all changes other users made.

Best of all, you can also accept your employees’ suggestions so that you don’t have to do all the work.

TIP #5 – USE LINKED NOTES

Facing deadlines is no fun when you can’t find the motivation to compose your articles. The best way to get around this problem is to keep your thoughts in OneNote. This program allows you to compose quotes and thoughts to keep your articles spotless.

To further improve your experience with this program, be sure to use Linked Notes.

Linked Notes enable you to place OneNote to the side of your screen. You can create Word articles and take your notes in OneNote simultaneously. This way, you can stay organized and focused.

TIP #6 – RESEARCH WITH SMART LOOKUP

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Word’s Smart Lookup feature lets you perform online research while working on documents. Consequently, there’s no need to type in your query in a different tab.

To do it, highlight a word or phrase, right-click it, and choose Smart Lookup from the following menu. Word will then perform a Bing search and display the results in the right section of your display.

TIP #7 – PROTECT YOUR VISION WITH CONVENIENT ZOOMING

One of the biggest obstacles to productive work is eye strain caused by sitting too close to your screen. To resolve this issue, use the zoom feature.

Look for the slider in the lower-right part of your document to find the ideal setting, or press the Windows and Plus keys on your keyboard. Use the setting that feels most comfortable to you, as it can help prevent eye fatigue.

TIP #8 – INCORPORATE ICONS

Your documents need to be readable. Since most people focus on your images and headings, you should give them some artistic value.

Word’s Icons will help you accomplish this. They are a simple way to draw the reader’s attention to crucial information without cluttering your document. With it, you can help improve the readability of your files, meaning readers – whether you or a teammate – won’t have to look for distinct words or phrases.

TIP #9 – FORMAT YOUR FILES

The Styles section comes with ready-made text formatting options to help customize your documents more easily. Furthermore, you can add your own styles or frequently used ones.

By saving your preferences, you can incorporate them anytime without manually formatting your documents.

TIP #10 – LOOKUP AND USE IMAGES FASTER

With Word, you don’t need to open a web browser to find the perfect photo for your files.

Just place your cursor in the section where you wish to insert an image, navigate to the Insert tab, and choose Online pictures. Select the suitable image to add to your file, and it can become more visually appealing instantly.

TIP #11 – EDIT YOUR PDFS

You might think that you need to download and install PDF editing software to edit your PDF files, but that’s not the case.

Word has a convenient PDF editing feature that lets you quickly change your documents. This can save you a lot of time and prevents you from installing potentially malicious apps.

But before you start, note that you’ll need to convert your PDF file to a format compatible with Word.

STAY ON TOP OF YOUR DUTIES WITH MICROSOFT WORD

Microsoft Word is a must-have if you want to improve communication and collaboration in your business. It allows you and your team to create documents easily to facilitate correspondence with crucial clients.

But while using Word, be sure to utilize the above features to speed up document creation. You’ll then be able to work more efficiently and switch to other tasks faster.

That said, there are more ways for you to increase productivity when using Microsoft Word. To find out more tips, feel free to contact us. We can have a no-obligation chat about it.

Article used with permission from The Technology Press.

Picture of a Wrong way sign

8 Mistakes That Cripple Your Business Continuity Plan

The only way to continue your operations in case of setbacks is to enforce a well-thought-out business continuity plan. However, you’ll need to avoid several mistakes when developing your strategy.

Your operations may seem efficient and failproof, but the reality is that obstacles can happen at any time. Whether you’ve lost a major client or can’t achieve good team dynamics, it’s essential to keep going.

That’s where your business continuity plan (BCP) comes into play.

Your BCP outlines how your company will continue its operations during unplanned service disruptions. It’s more detailed than disaster recovery plans and features contingencies for processes, human resources, assets, and partners. It can also include checklists for equipment and supplies, data backups, and information on emergency responders.

The contents may vary, but a BCP can help you overcome various issues and re-establish productivity to meet critical needs. However, the only way to reap the benefits of your BCP is to avoid making mistakes in the development stage.

This article will outline the eight biggest mistakes you need to avoid when creating your business continuity plan.

THE EIGHT MISTAKES

MISTAKE #1 – DISREGARDING YOUR EMPLOYEES

Organizations who want to get back on track after an unexpected incident should focus on the needs of their employees when devising a BCP. Otherwise, they may be running serious safety risks.

So, plan for every situation that can affect your employees during disruptions. The list includes emergency communication protocols, evacuation routes, and many other key details. In doing so, you’ll ensure your team has all they need to weather the storm.

Moreover, discuss the plan with your staff and elicit their input in critical safety matters. You can also tell them you’ll be there for support if a crisis takes place. This gives them peace of mind, knowing their leader cares about them.

MISTAKE #2 – NOT CONSIDERING SMALL DETAILS

After creating a general BCP, many enterprises fail to think about specific details that ensure they can execute their plan. This is a huge mistake, as it can result in loss of data.

The minor points you should incorporate into your BCP include logistical considerations, such as technology and medical aid support.

For example, informing your medical providers about the plan is crucial because it enables them to make their arrangements on time. You should also tell your key personnel who to contact if they need medical assistance during accidents. Another great idea is to determine how your team can access data securely if they can’t make it to their office.

Taking the smallest details into account can protect your data and even save your staff’s lives. Therefore, don’t leave the development to chance – go through the BCP regularly to make sure it’s effective and up to date.

MISTAKE #3 – FAILURE TO SHOW YOUR STAFF HOW THE PLAN WORKS

Group Meeting

While many leaders brood on downtime, they often fail to demonstrate to their team members how to execute the plan and minimize productivity decrease.

As previously indicated, your employees are integral to the efficacy of your BCP. And the only way to perform their roles correctly is to become well-versed in the plan.

To ensure this, explain how the staff should respond during crises. Tell them how to handle their clients if your systems go down. Don’t forget about the location and schedules that will be effective while the main office is off-limits.

The final part is to have your team practice these tasks so they can complete them more easily when disasters strike.

MISTAKE #4 – PRIORITISING OPERATIONAL CONTINUITY OVER TEAM SAFETY

When accidents occur, it’s understandable why business owners focus on assessing the effects on their business. Nevertheless, considering operational continuity only and neglecting your staff’s safety well-being can have dire consequences.

Your people are crucial to executing your BCP appropriately, so check on them first. Data plans that nobody can facilitate are useless, regardless of their effectiveness.

You have to make sure your staff is safe and reachable after a crisis. The crisis management task force should be able to contact them easily and see if they can help them.

This will help guarantee your team can bounce back after an accident and go back to work quickly.

MISTAKE #5 – HAVING IMPROPER TECH SOLUTIONS

Waiting for natural disasters to strike before establishing toll-free hotlines for your employees is a huge mistake. Likewise, failure to set up data backups might render your systems useless in case of data breaches.

If you have no proper technology to mitigate accidents, you could be exposing your business to higher risks, revenue loss, and prolonged downtime.

To avert this, consult technology specialists or your IT sector to verify your system has all features and components that can keep your networks intact. Such a system should allow you to streamline communications, minimize downtime, and secure your workloads.

MISTAKE #6 – ONLY ONE PERSON MANAGES THE PLAN

Developing a BCP all by yourself is possible, but it’s also more prone to error. A much better approach is to gather people across all your departments to account for all contingencies. Otherwise, you’ll restrict your team’s insight into all the processes and risks under your plan.

Forming a BCP management team that involves multiple functions and departments offers a company-wide perspective to your planning. This diversity can help resolve problems and streamline your strategy.

MISTAKE #7 – USING BROAD GENERALIZATIONS

Continuity plans with broad generalizations often lead to uncertainty and confusion. A BCP needs to be concise and, if possible, explain each detail in short steps. Such forms enable anyone to understand the directions and visualize their roles.

MISTAKE #8 – SKIPPING RISK ASSESSMENT

Risk assessments are a critical step that must take place before developing your BCP. As the name suggests, they can you help discover the potential risks in your area.

Depending on the size of your organization, location, and activities, your company faces different risks. For example, there’s no need to plan for disaster recovery after a hurricane if your region isn’t prone to them. It would only increase your costs and waste time.

Picture of desk with stacks of report papers.

DON’T LET YOUR OPERATIONS GRIND TO A HALT

A detailed BCP goes a long way in improving your response to disasters. Avoiding the above-mentioned mistakes will put you on the right track and help your staff cope with new conditions more easily.

If you need help in creating your BCP, give us a call today. Let’s have an obligation-free chat to determine how we can help you.

Article used with permission from The Technology Press.

Reputation

The Importance of Online Reputation with 8 Tips To Improve It

Online reputation can make or break your chances of landing and retaining clients. That’s why managing this aspect in your business is critical.

Your store, whether brick-and-mortar or online, looks great. And your product or service may have struck a chord with the target audience. So, you might think there’s not much more you can do to optimize your business. But you’re forgetting a crucial aspect – online reputation management.

This is essential for many reasons.

Primarily, most customers investigate your business’s online presence to decide whether they want to purchase your offerings. They check your reviews and social media posts, and anything negative that comes up can put them off your offerings.

With several bad reviews, your online reputation diminishes, and people are less inclined to work with you. Thankfully, effective management can help you get back on track.

This article will share eight tips on how you can improve your online reputation management (ORM).

THE EIGHT TIPS

TIP #1 – MODIFY YOUR SOCIAL MEDIA POLICY

The most important part of enhancing your online reputation is to build and follow effective social media policies in your business. They’ll determine how your company interacts online with your customers.

There are a few things to remember when establishing and maintaining your policies.

In particular, don’t let your staff members freely post whatever they want, especially if the information has to do with your organization. Besides keeping your reputation intact, this also helps eliminate liability concerns.

Instead, create a stringent pre-approval procedure for your business content. Instruct your team members to label their work as “Personal” whenever necessary.

In addition, you should never share sensitive data in public. This applies to your client, legal, and financial information.

TIP #2 – KEEP TRACK OF YOUR SOCIAL MEDIA PRESENCE

Once you’ve modified your social media policy, you need to gauge the audience’s response.

Twitter, Facebook, and LinkedIn are three of the most popular platforms you should focus on. Regularly search your brand or product on each social media to determine what users are saying about your organization.

In doing so, you can diagnose and solve problems more easily. You can also gain invaluable insight into client sentiment towards your brand.

Make sure to examine all relevant networks and not just the platforms you’re actively using.

TIP #3 – RESPOND TO INQUIRIES PROMPTLY

People expect companies with an online presence to interact with them. That’s why when clients contact you through social media, you should respond to their queries quickly.

Even if you can’t solve their problem immediately, be sure to acknowledge it.

Furthermore, engage with customers who leave comments on your post. It can help foster strong relationships with your target audience.

TIP #4 – ASK FOR REVIEWS

Online reviews are a powerful tool for polishing your ORM. So, if your customers are happy with you, ask them to describe their experience with reviews.

If your customer base is large, you can set up email marketing campaigns to encourage your clients to post reviews. But if the strategy isn’t fruitful, try to improve it by incentivizing people with competitions or giveaways.

In terms of the platforms you should use for reviews, Yelp and Google might be your best solution. They can also help you rank higher in search results, increasing your trustworthiness.

TIP #5 – PROMOTE TRANSPARENCY

Transparency is key to building trust. Since anyone can track down your previous online statements, trying to cover them up can result in severe backlash.

Therefore, practice honest marketing and communication online. Acknowledge your mistakes and try to make up for them.

On top of that, don’t hide or delete negative comments. Apologize for any inconveniences and offer a solution.

You should also avoid leaving fake reviews on the websites of your competitors to undermine their credibility. Apart from ethical issues, it can be a total waste of time. Google and other influential websites have powerful algorithms that can weed out fake customer feedback. Hence, posting them to present your business as superior usually comes to nothing.

Instead, focus on streamlining your products or services to encourage authentic reviews. They can go a long way in boosting your online reputation.

TIP #6 – KEEP IT NEUTRAL

Letting your emotions dictate your online content is one of the biggest mistakes you can make when managing your online presence.

Discussing politics, religion, and other controversial topics can lose you a lot of customers. Unless they play a pivotal role in your business, avoid mentioning them.

Remember, your goal is to appeal to broader audiences. So, keep your tone neutral.

TIP #7 – DON’T IGNORE OR RESPOND AGGRESSIVELY TO CRITICISM

Negative feedback is painful. They might either offend you and make you want to ignore what was said or start a fight with the customer. However, both actions are ill-advised.

Ignoring negative comments seems like you’re not taking client issues seriously. Irate customers can even post their complaints on various platforms. Since those platforms can reach millions of people, it can do a lot of harm to your online reputation.

The same goes for aggressive responses. That’s why rather than sending angry emails or abusive rants to defend yourself, reply to your clients promptly and address their issues as well as you can.

TIP #8 – CONSISTENTLY POST HIGH-QUALITY CONTENT

Building and maintaining an admirable online reputation requires consistency. Remember, your customers follow your page because they expect you to post engaging content regularly.

That’s why updating your social media with five posts one day and going silent for the next couple of weeks isn’t welcome. Establishing a clear routine is much more favorable.

Moreover, be sure your content is valuable and niche-specific by using stronger headlines and appropriate keywords. They can help you rank higher on Google, generating greater engagement and additional traffic.

DON’T LET YOUR ONLINE REPUTATION FEND FOR ITSELF

Assuming your company doesn’t need ORM is one of the most serious mistakes you can make as a business leader.

Your reviews might be positive today, but this doesn’t mean they’ll be positive tomorrow. It can change instantly if you neglect your social media presence.

To avoid this scenario, adopt the most useful ORM practices.

If you need help in ensuring your ORM is top-notch, reach out to us for a quick, obligation-free chat. Find out how we can be of help in ensuring your business has a great online reputation.

article used with permission from The Technology Press.