making technology work for you >> by jack evans thurston >> *spark-online issue eighteen

Computer and other technological developments in the workplace and at home have revolutionized the way we conduct business. The use of pagers, cell phones, hand-held electronic organizers, email, voice mail, the Internet and faxes, among others, enables us to keep in touch 24 hours a day. However, while all this modern technology can make life more convenient, it also can keep us working around the clock.

In a 1999 study by Weil and Rosen, 50% of administrative/clerical workers and 75% of business managers and executives reported using their computers after work hours. The study also revealed that half of these people were using email, Internet or other communication technologies during this time.

Another study found that the average worker in the United States receives 189 messages a day—this includes email, voice mail, faxes and pages. Does this mean although we rarely miss a message we will spend half of our day trying to handle and respond to them? Not necessarily.

According to Search Division Manager Joshua G. Ewart, Barrett Partners, “I make technology work for me, to my set of rules. One strategy I use is to only check my e-mail twice a day--once in the morning and once in the afternoon. This is one way for me to stay on top of email, voice mail, the Internet and getting any work done.” This might not be feasible for all of us, but it's one person's way of efficiently structuring technology to meet his needs.

In today's world, new technology is being created every day to help make our lives easier. It allows us to work more effectively, reduce errors and increase our output. Technology has permitted us to double our productivity as compared to just 15 years ago. Businesses have not only improved their speed, but also quantity and performance capabilities.

It's no surprise that with all this new technology, it can be hard to keep up. And with tight deadlines and an overabundance of work, we often find ourselves multi-tasking. What we need to remember is this: when we try to accomplish too much at once, we burn ourselves out.

According to Dr. Larry Rosen, a professor of psychology at California State University, Dominguez Hills, CA, and co-author of TechnoStress: Coping with Technology @Work @Home @Play, “Everyone tells us they try to do too many things at the same time.” Trying to juggle too much at once can cause reduced attention spans, loss of sleep and creativity, and increased stress levels.

So how do we maintain a healthy balance in our use of technology and not become run down by it? First of all, just because there are hundreds of items on the market geared to make our lives easier does not mean we have to use them all. We should use only the ones that work best for us. Dealing with too many gadgets can be confusing and time consuming.

Secondly, stay on top of the technology. Take advantage of computer and other continuing education classes. Even the best and brightest need to stay abreast of the always evolving, new developments in technology.

Lastly, find a formula that works. Play around with different organizational and time management strategies. For instance, only check email or use the Internet at certain times of the day. Or, only make use of a set amount of wireless technology at one time. In other words, find a comfortable, reliable system that works.

Remember, technology, in and of itself, is a good thing. It is in the application of technology that people have problems. We either can be run over by it, or we can use it to raise ourselves up.

Jack Evans Thurston is a technical writer for ABN AMRO Bank. He was formerly a journalist for the U.S. navy.