Still Using Multiple Online Tools?

Foreword By The Editor

This article by Gerard Schwabe considers the use of multiple hi-tech tools for managers and entrepreneurs in this age of information overload and suggests a few multi-purpose alternatives. Thanks are due to Gerard for his contribution. I hope you find his article useful.
Mike Alexander
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Communication And Organization

We’re using a lot of different communication and organization tools today. There are the basic tools, like an email client, an instant messenger and of course, the phone. When you favor the latest technologies available on the market, you may even use Skype for phone calls over the Internet.

Pros And Cons

The pros are that you have every tool ready to use for its special purpose. The cons are that most of these tools are interoperable which results in redundant data and often in a higher degree of confusion. Where have you stored your business partner’s email address? Is it stored in your email program or in your contact manager? The more parts of a program that intersect with a single purpose the more you will ask yourself which program is the right one to use.

Is it hard for you to get a contact’s private phone number when you’re talking to someone on the phone? How difficult is it to find a meeting time for, let’s say, three people? How often do you have to talk to them until you have all agreed on a date and time? These are just some typical examples of where a good tool can help you save time. You may think of using Microsoft Excel for this job. Many users try to manage their day this way. But keep in mind this: Excel was designed to calculate, not to organize your day. There are much better approaches.

Personal Information Managers

It would be better to consider using a Personal Information Manager (PIM). PIMs are designed to ease your daily personal and business work. Your output will definately rise and usually with less effort.

Some PIMs are able to create a network which enables you to share information with others. Finding a free meeting time becomes a one click action, as does contacting others. When it comes to PIMs most users think first of Microsoft Outlook. However, although Outlook offers a rich set of functions, it’s also one of the most expensive ones. Some less expensive alternatives that are specially designed for individuals or small companies are Pimero, iCal or Do-Organizer.

About The Author

Gerard Schwabe is lead tech developer at soft-evolution, an innovative provider of team management software Pimero.