Save time with these super shortcuts

The majority of your work as a PA will no doubt be done on a computer these days. While technology has evolved to make our lives simpler, there are still times when you need to utilise shortcuts to get a big job completed. If you, like some management assistants, are tasked with sending bulk emails on your boss’s behalf, here are a few time-saving tips that will make your life easier.

Invite subscriptions If you’re using a bulk email system, try to collect data on the people who read your messages. Include a “subscribe” mechanism for those who may be forwarded the email and want to automatically receive it, as well as an “unsubscribe” link in case anybody on your list doesn’t think the information is pertinent to them.

Create a schedule Set up a day and time for sending out similar emails, such as sales reports or company newsletters, and be sure to let your recipients know when to expect it. Develop a template so you can get messages ready ahead of time.

Stay on form Keep your company’s brand in mind when designing emails. Use the same font and colours where possible and upload your firm’s logo, especially for external messages. Remember that most people will only be able to skim the email, so put the important points into short paragraphs, providing links for more information. Always send yourself a test so you can check your work, or ask a colleague to have a look before you send it out to your recipients.

Use shortcuts to save time Windows has some great built-in shortcuts, so familiarise yourself with them to make your job easier. For instance, you can cycle through applications by holding the “Alt” button while you press “Tab”. You can open control menus in programmes by pressing “Alt-Space”, or close a window by using “Alt-F4”.

If you’re gathering information from multiple documents for your email, you can open Windows Explorer by pressing “Windows-E”. Then you can move to a folder’s parent location by pressing backspace. Tap “F3” to search for a file. You can minimise all open windows by hitting “Windows-M” and re-open them by using “Shift-Windows-M”.

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