QR Codes

QR Codes are becoming more pervasive in everyday life.  I find them in magazines, on posters, event on billboards.  So what is a QR Code? A QR Code (which stands for Quick Response) enables the encoding of information into a scannable barcode.  Very similar to how your grocery items are scanned at a cash register, …

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Introversion

As a lifelong introvert, I am always interested in current events, news, or discussions concerning social cultures and norms.  Today I came across a great talk by Susan Cain (Susan Cain: The Power of Introverts) who discusses the importance of valuing the abilities and contributions of introverts.  What I value about Cain’s discussion is the …

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Microsoft OneNote

In my daily work routines, I find it absolutely necessary to keep notes of my various projects, meetings, and ideas.  Without these notes, I would struggle to remember all of the conversations, tasks, and deadlines I need to meet.  Too often, I would end up with papers, notepads, and computer files that I would need …

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Building Loyalty

In my previous post I gave two short examples of best practices when bringing on a new employee.  To build from that post, I wanted to briefly discuss a great way to build loyalty toward your organization.  Along with the previously mentioned lessons, here’s another great way: be flexible and accommodating.  You may cringe upon …

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Valuable HR Lessons

Over the past seven months, I have through the positions of graduate research assistant, temporary employee (part-time), and temporary employee (full-time), resulting in a permanent position with the same organization.  As I continue to meet various individuals, I’m impressed by the same trajectory many before me have taken.  This path has also provided me with …

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QR CodesIntroversionMicrosoft OneNoteBuilding LoyaltyValuable HR Lessons

Mar 12

QR Codes

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How To, Technology

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QR Codes are becoming more pervasive in everyday life.  I find them in magazines, on posters, event on billboards.  So what is a QR Code?

A QR Code (which stands for Quick Response) enables the encoding of information into a scannable barcode.  Very similar to how your grocery items are scanned at a cash register, a QR Code can store information so that anyone with a scanner (in this case, a smartphone or tablet) can access it.  Codes can store text, hyperlinks (urls), email addresses, even an electronic business card (vcard format).  There are many other options, but those are good ones to get you started.

The easiest way to play around with codes is to visit a website that generates QR codes.  If you do a Google search, you can easily find one or two sites that will do this for free.  Generally, these sites will let you select the format, edit the information, and generate the code.  This one, for example, takes you to this website.

So why use QR codes?

QR codes offer a great method for getting data across mediums easily and quickly.  Think about the following scenario: you mail a card to your customers (or family) with instructions to visit your website for more information.  Instead of remembering the url and entering it into the device, the individual grabs their device, captures the code and is transported to the exact website (without any chance for input error).

This is just one of many ways to utilize QR codes.  Some other ways that I’ve used include putting a code in a powerpoint presentation to allow audience members to view a document or website.  Adding a QR code to a business card to allow easy transfer of your information into the individual’s contacts (remember that vcard format from earlier?).  Whatever you decide to use these codes for, have fun and experiment!

Let me know if you’ve found a creative way to use a QR code!

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Mar 07

Introversion

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Social

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As a lifelong introvert, I am always interested in current events, news, or discussions concerning social cultures and norms.  Today I came across a great talk by Susan Cain (Susan Cain: The Power of Introverts) who discusses the importance of valuing the abilities and contributions of introverts.  What I value about Cain’s discussion is the presentation of how current social trends are increasingly damaging to an introvert’s natural abilities and tendencies.  Not meant to be a championing of introverts or an attack against extroverts, Cain does a nice job explaining why we need a balance between these two personalities.  She points out that one out of every two or three people is an introvert, yet classrooms and workplaces are forcing extroverted practices as the principal means of operation.

I applaud her talk and encourage you to make time to view and reflect on her message.

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Feb 06

Microsoft OneNote

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How To, Professional Life, Technology

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Screenshot of Microsoft OneNote

In my daily work routines, I find it absolutely necessary to keep notes of my various projects, meetings, and ideas.  Without these notes, I would struggle to remember all of the conversations, tasks, and deadlines I need to meet.  Too often, I would end up with papers, notepads, and computer files that I would need to sort through to find the information.  This quickly becomes laborious, time-consuming, and cluttered.  As a result, I've tested out a few options and have settled upon a winner: Microsoft OneNote.

For many years, OneNote was one of those programs in my Microsoft Office folder that I really didn't know much about.  Being highly skeptical of a computer-based glorified journal, I slowly waded in to the waters and found myself appreciating the many layers of functionality OneNote offers.  Here are just a few:

  • Journals divided into sections, sub-sections, and pages
  • Sections and Pages can be password protected - This is a great benefit to protect pages that may contain sensitive data.
  • Screen clippings! - This is probably my most used feature.  I can capture a screen or section of anything displayed on my computer.  On a Windows computer, you can simply press the "Windows key + S".
  • Drag and Drop - You can drag and drop almost anything into OneNote (webpages, documents, emails, etc).  This will attach the file, a printout (if desired), and where it came from (a url for websites, along with the date and time accessed).
  • Print to OneNote - Also helpful for exporting content to OneNote
  • Text Recognition! - Another big one for me: OneNote will use Optical Character Recognition (OCR) to recognize any text in your pictures or documents
  • Fast and Complex Search Function
  • Linking to Outlook Items such as Email, Meetings,  and Tasks - Particularly helpful when taking notes in a particular meeting
  • Cloud Syncing and Access - Notebooks can be synced to a Windows Live account to be synced across multiple devices (including iPads) and can also be accessed from the web via Microsoft's Web Apps
  • Notebook Sharing - Multiple people can access the same OneNote notebook (located, for example, on a network drive) to contribute and share content seamlessly.

These are just a few of the many great features that inevitably drew me in to Microsoft OneNote.  The ability to sync across devices, used OneNote on an iPad in meetings (albeit with limited functionality), and the great search indexes including picture text recognition makes this my hands-down winner for note-taking.  If you already use Microsoft Office programs, consider taking a look at OneNote.

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Feb 01

Building Loyalty

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Professional Life

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In my previous post I gave two short examples of best practices when bringing on a new employee.  To build from that post, I wanted to briefly discuss a great way to build loyalty toward your organization.  Along with the previously mentioned lessons, here’s another great way: be flexible and accommodating.  You may cringe upon reading those four words, but let me highlight an example:

An employee is relatively new to the organization and has not yet accrued any vacation or sick leave.  This individual has a minor health issue and needs to take a few hours off of work to visit her doctor.  When she approaches her manager about the situation, her manager kindly allows her to visit the doctor and states that she can make up the hours elsewhere.

The above example may seem simple and a little obvious.  However, the willingness to bend the rules by the manager has a significant impact upon the working relationship of the two individuals.  The manager understands the importance of the employee’s health and well-being, and has made a great step in showing that the employee is valued.  This small courtesy will be greatly appreciated by the employee and increases the trust placed in the manager.

By being aware of employee’s needs and the willingness to bend the rules, managers can create a very welcoming workplace.  A simple gesture of good faith, like the one above, can help instill loyalty in an employee’s manager and lead to a great working relationship in the future.

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Jan 15

Valuable HR Lessons

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Professional Life

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Over the past seven months, I have through the positions of graduate research assistant, temporary employee (part-time), and temporary employee (full-time), resulting in a permanent position with the same organization.  As I continue to meet various individuals, I’m impressed by the same trajectory many before me have taken.  This path has also provided me with valuable insight into the value of good human resource practices and general management guidelines.

Lesson 1: Although an individual has been working for the organization, never assume they know the mundane details of the position.  This lesson was fully realized when I moved from a graduate assistant role to a temporary employee.  My transition/hiring process included me signing one sheet of paper stating my new status.  Imagine my surprise when on payday I did not receive a paycheck.  Little did I know, but I was supposed to fill out a time card (something which I was not required to do in my previous position).  While this was not a financial detriment at the time, it was still a rather large error.  As a manager or HR representative, make sure you have a process for bringing new (or transitioned) employees up to speed on the fundamentals of the position.

Lesson 2: Be prepared for a new employee.  As a new employee, I am overly excited during the first few days to start learning and getting a feel for the workplace.  There is nothing better than walking in on the first day to a desk with a computer, chair, and all the peripherals ready to go.  Even grabbing simple supplies such as pens and notepads from the supply closet go a long way to making an employee feel welcome.  It is much less enjoyable for an employee to arrive and have an empty desk, or no desk at all!  This gives an impression that you are not ready for the employee or do not value their presence.  Granted, there are sometimes unforeseen events that may prohibit this, but a little courtesy goes a long way!

While these lessons seem common sense, they make a huge impression on a new employee.  This is a great way to start a meaningful and healthy relationship.  Look for my next post regarding easy ways to earn a new employee’s loyalty right away.

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Oct 17

iPad Clamshell Case

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Technology

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Many people have eyed the iPad as a handy technology accessory for their personal or professional life.  The popular device has many features – such as ease of use, battery life, and weight – that makes it a highly admirable tablet.  However, a lot of people find typing on these devices a little frustrating and prefer an actual keyboard.  Purchasing an Apple wireless keyboard or a keyboard dock will cost you $69, which – along with a protective cover for $69 – will bring your total for accessories to $138.  Several individuals I’ve talked to have also been frustrated by Apple’s keyboard dock, as it holds the iPad in a portrait orientation.  The solution: the ClamCase.

The ClamCase (for iPad 2) provides an alternative to a cover and keyboard in one package.  The iPad snaps into the shell and is  protected by a hard plastic shell.  The iPad acts as the screen of a laptop while the keyboard is located below.  The great feature about the ClamCase (apart from protection) is that it allows multiple types of positions – laptop, tablet, stand-up display – all while keeping the buttons, speakers, and cameras accessible.  When the keyboard dock isn’t needed, the iPad simply snaps out of the case.  At the time of writing, the ClamCase costs $149, which is only $11 more than a smart cover with keyboard from Apple.

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Sep 01

Subscribing to an RSS Feed

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How To, Technology

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At work and with family and friends, I’ve talked to various individuals about the benefits of subscribing to an RSS Feed.  An abbreviation for Really Simple Syndication, it is a helpful way for information or news to be pushed to a location which you will be more likely to check; in contrast to visiting a certain website every few days.  Instead, new information is sent to you – often in a short summary or introduction – and if it looks interesting, you can click to read the whole post or article.

RSS readers come in many forms.  They may be in Microsoft Outlook, as a smartphone app, or within your internet browser.  My personal favorite is using Outlook.  This way, when I check my email, I can quickly glance at the feeds as well.  There are many options out there, but here is how to set up a feed in Outlook.

  1. Visit the website to which you would want to subscribe.  For this example, I will be using CNN.com.
  2. Look for the a link (usually at the bottom or top of a page) that says “RSS”.  In many cases, the small RSS icon may be used: .
  3. Click on the link or icon.
  4. You will be directed to a page with a list of feeds available, such as this from CNN.com
     

    If you click on the link, it will display the entries with the feed:

  5. Copy the url address of the link you are interested in by right clicking on the link with your mouse.
  6. Go into Microsoft Outlook (or any other screen reader) and find your RSS Feeds folder.  In Outlook this should be in your folders listing on the left-hand side of the screen.
  7. Right click on RSS Feeds and select “Add a New RSS Feed”.
     
  8. This will bring up a text box, prompting for the url address of the feed.  Paste the link into this box:
  9. After you have done this, select “Add” and your feeds should automatically be pulled into the folder.  When you select the RSS Feeds folder and the appropriate feed, it should display like this:
     
  10. Click on a topic (similar to an email message) for the item to be displayed.  If the short summary sounds enticing, click on “View Article” for the full story.

You are now setup to view RSS Feeds in Microsoft Outlook.  Other programs follow a similar process to add feeds as well, so feel free to experiment with various programs or apps.  Good luck, and good reading!

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Aug 31

Backup Options

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Technology

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Most people know that we are supposed to backup our computers and digital files on a regular basis.  Doing so prevents us from the loss of our digital assets in case of hard drive failure, theft, or other crisis.  Having seen how devastating it is for someone to lose all of their files, I thought I would highlight a few of the technologies that may help you in deciding which method would work best.

External Hard Drive
Yes, most of us are familiar with the external hard drive.  Popular for quite some time, external hard drives are a small rectangular shape that connects to your computer via a USB port.  Often they will require a power source of their own and come bundled with backup software.  They range in capacity and size – smaller one’s being especially well-suited for travel – while being fairly simple to operate.  They offer a convenient method for creating an extra copy of files and folders.  For extra security, they can be held at a friend’s or relative’s house, or even a bank security box.

Network Attached Storage (NAS)
Network attached storage (NAS) devices have become increasingly popular with the growth of digital media.  These devices are essentially two or more external hard drives in one box.  The appeal of a NAS device comes in the form of file storage and serving.  NAS hard drives can often be configured to mirror one another using a process called RAID (Redundant Array of Independent Disks).  This will create two copies of the same files in case one of the hard drives fails.  In addition to this extra security, a lot of NAS devices are able to connect to a router to enable sharing over a home network.  This is particularly helpful if you have more than one computer or device – you can have a single repository for your files accessible from any machine on your network.

The Cloud
Last but not least, there is the infamous and ethereal cloud.  Essentially, storing your files in the cloud means storing them on a company’s servers.  There are a number of file backup services like Dropbox and Mozy, that aim for easy backup and access to your files – for a modest monthly price.  If you are more tech savvy or adventurous, you can subscribe to an internet hosting provider.  While these are often used for hosting websites, the server can also act as an off-site backup.  A web host will be less expensive, but less user-friendly than a backup service like Mozy.  The great think about storing your files in the cloud, is that they are continually backed-up by the service provider and provide off-site redundancy.

All in all, there is a wide variety of file storage backup methods available.  The three above are common methods, but by no means comprehensive.  Finally, it is up to you to determine which solution would fit your needs best.  Good luck, and don’t forget to back up.

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Jul 18

Digital Filing Cabinet

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Technology

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Fujitsu ScanSnap S1500

Fujitsu ScanSnap S1500; source: amazon.com

As part of my digital office initiative, I recently made the move to convert my paper files to digital copies.  After researching and contemplating which scanner to purchase, I settled on the ScanSnap S1500 by Fujitsu.  I was looking for a scanner with the ability to scan two sides at once (duplex) and automatically feed a large amount of paper into the scanner.  It came down to the ScanSnap and the Epson WorkForce Pro GT-S50.

Both of these models have similar functions and are relatively close in price.  However, I was taken in by the simplicity of the ScanSnap, its relatively small form factor, and the included software.  I can load a variety of papers into the feeder, press go, and the machine automatically detects duplex vs simplex, color vs black-and-white, and converts to PDF.  The ScanSnap also crops the PDF’s to account for different size papers and orients the image the right direction (most of the time).

I’ve come to enjoy the simplicity of the machine and the included file organization software.  However, I still need to use a flatbed scanner for photos – the ScanSnap photos turn out rather grainy.  Overall, I’m very happy with the purchase and with a good deal from Newegg, it brought the price down to $365 – a significant investment, but definitely worth the price.

Have you found something that makes your life or work easier?  If so, tell us about it in the comment section below.

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Jul 17

Intel H67 Chipset

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Technology

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source: Intel Corp.

On a recent computer build, I wanted to achieve good graphics without having to spend the extra money on a graphics card.  Knowing that I wanted a multi-core processor, I settled on the Intel Second Generation “Sandy Bridge” i5.  This processor has a graphics processor embedded to improve graphics performance without an additional card.  I made sure to pair the 2nd Gen. i5 with the H67 chipset, which is designed to complement the video capabilities of the i5.  I have been very impressed with the combination as it burns through videos with great clarity and speed, with the added bonus of multi-monitor support.  For someone wanting great graphics with multiple monitor support, the i5 paired with the H67 chipset helps save a little space and money.

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