Save Time When You Write

I'm in the process of moving from one computer to another, and one of the things I really miss so far is a good keystroke macro program.

That's a program, a communication technology, that allows you to trigger long strings of text, including names and email addresses, with just a couple of keystrokes.

For example, I often have to write out the name of my book, A Manager's Guide to Newsletters: Communicating for Results. With a macro, I simply type "mgx" (without the quotation marks) to write out the first half of the title (up to the colon), or "mgc" to write out the full title.

If you've used them yourself, you know how handy it is to be able to have shortcuts to commonly-used pieces of text (also called boilerplate).

Almost every kind of writing uses commonly-repeated words and names, and once you get used to using macros, they save a lot of time that would otherwise be spent hammering on the keyboard.

They're especially useful for snippets of text that involve hard- to-reach characters on the keyboard. For example, when you type an email address, you have to reach to the upper left corner of the screen to hit the "@" key. So, I have macros for commonly used email addresses: "abcx" for "abbottr@managersguide.com" and "ralx" for "robert@abbottletter.com"

As the latter macro suggests, it helps to have a shortcut that resembles the text that will be written out. You can also use keyboard function keys or combinations of keystrokes as your shortcuts, whatever works best for you.

It's also helpful, if you don't already have shortcuts or macros, to start with a few and add them slowly. That way you don't have to think about them; each becomes well established in your memory. In my experience, if you have to stop and look for the shortcut, you've probably lost much of the advantage that's gained by using them.

In the same vein, consider boilerplate email messages. I use the Eudora email program, which calls them 'stationery' and makes their use relatively easy. In this case, you're not just shortcutting a word or phrase -- you're shortcutting an entire email message. Some other email programs allow you to do the same sort of thing.

To create a piece of stationery, simply open a new email message form and put in your return address, the subject line, and the text of the message. Then save it as a stationery file in an appropriate folder. When you need to send that message again, simply get a copy from the folder, insert the address of the person you want to contact, and click the Send button.

You could, of course, do essentially the same thing with a macro program, but it's faster and easier if your email program lets you create these boilerplate messages.

I use stationery messages for routine thank-yous, for follow-ups on various projects, and for responding to certain types of inquiries. You wouldn't use them for important messages or messages requiring a personalized response.

However you do it, the important thing is to use boilerplate tools when you can. They're one of the easiest and most effective tools for time-efficient writing.

About The Author

Robert F. Abbott writes and publishes Abbott's Communication Letter. Each week subscribers receive, at no charge, a new communication tip that helps them lead or manage more effectively. Click here for more information: http://www.CommunicationNewsletter.com

abbottr@maagersguide.abbottr@managersgu ide.com

---

The Practice of Writing

Virgil, the great Roman poet, wrote "Practice and thought might... Read More

The Makings of a Personal Essay, Really

Sometimes I can be dense when it comes to realizing... Read More

How to Multiply Your Freelance Writing Work

You can turn your $200 fee to write a press... Read More

Fight The Fluff!

The first and final rule of quality writing is this:... Read More

English Grammar ? Seven Outdated Rules You Can Ignore

No matter what your fifth-grade English teacher says, some grammar... Read More

Writing Made Them Rich #3: Richard Bach

One day in the mid-1970's a young man stumbled into... Read More

Critique Groups - The Good, The Bad and the Ugly

What do people expect when they join a writing group?The... Read More

Six Tips for Creating More Lifelike Story Characters

Working on my first humorous novel, I started with a... Read More

Italics Part 2 - Using Italics to Show Thoughts

Way back in your early school years, you were probably... Read More

Top Ten Writing Mistakes Made By New Childrens Writers

Okay. So I'm not David Letterman. But I doubt if... Read More

Open a Vein

If you want to be a writer, you must write... Read More

Time to Write

SO YOU WANT TO BE A WRITER?Many people have entertained... Read More

How to Write Funny -- Its All About Timing

My Dad has this old joke that goes, "What's the... Read More

10 Secrets For Writing Killer Complaint Letters

Complaint letters aren't always fun, but sometimes they need to... Read More

Screenwriting, Screenplays, Screenwriters ? Good Ideas for Stories

The principle for writing good screenplays begins with good idea... Read More

How To Write A Newsletter

In order to be successful with a newsletter, specialize in... Read More

The Unwritten World Of The Reality Of Letterwriting

You may wonder why I have chosen this title of... Read More

A Perfect Day for Writers

In one of the exercises in my "Getting Started as... Read More

Celebrating Writing and Life

Every morning I excitedly get out of bed. Just a... Read More

8 Ways to Improve Your Writing Immediately

Is it possible to improve your writing instantly? The answer,... Read More

5 Easy Steps To Writing Your Appealing Letter

You must write a hypnotic persuasion letter to help you... Read More

To Write Successful Business & Academic Communications, Learn the Architecture of a Story

Human beings seem to be born with a gene for... Read More

Keeping a Journal - One of the Three Treasures to Leave Behind

(excerpted from the "How to Use a Journal" audio series... Read More

How To Self-Publish Your Own Books, Manuals, Reports Or Newsletters

You can make a lot of money by writing and... Read More

Writing Tips For Novice Authors

If you are reading this article then you probably have... Read More

Making Better Word Choices ? 4 Examples

Choosing the wrong words can have a poor effect on... Read More

How To Write Cover Letters That Work

Sometimes there is confusion about the exact meaning of the... Read More

Persisting With Bulldog Determination

Persisting With Bulldog Determination [Book excerpt from Successercising} by Rick... Read More

Mexican Living: Pasatiempo

It occurred to me one day that I needed something... Read More

6 Tricks To Squeeze Your Letters Onto One Page

Anyone who has read any of my articles on the... Read More

Does The Title Reflect The Story?

Short Story Writing Tips ?We all have different tastes in... Read More

Book Publishing Contracts For Writers: What Should I Look Out For?

Dave, I just got a contract for a book... Read More

Writing Short Info Reports

People want information, they want it quick, frequently in short... Read More