Optimizing your use of technology is something each of you has to handle as an individual. For instance I have learned that I have a terrible short-term memory so if I take a phone call while I’m driving, there’s a good chance that whatever I told somebody on the phone will be forgotten or skipped. If you call me while I am driving and ask to set up an appointment next Tuesday chances are good I won’t be there.

I’ve learned to be somewhat selective in answering calls while I’m driving for that reason. When I do take the call and the caller asks for something I can’t do while driving, I ask for an e-mail follow-up so I won’t forget. This technique comes from my friend R.Bob Adams. I’ve also learned that it is better to let somebody roll to voice mail and call them back from a place where I am prepared to help them. Many of my clients have figured out if it’s something short to send me a text. Once they know I will call back, they don’t mind. Don’t hide behind technology, it becomes a handicap instead of a tool when you do.

The truth is when we’re driving down the road there’s very little we can do for someone. In a best case scenario we can answer a simple question. In a worst-case scenario we can give an incorrect answer because we have no access to data. You might schedule an appointment and forget or make some other promise that you won’t remember to fulfill. You could make a decision based on data you recall, that wasn’t 100% accurate when you recalled it, letting money go to the table. In each case the event lead to a less than optimal outcome for your customer, boss or employee.

Today it is very easy to under utilize or over utilize technology. Just look around at all the things you can get for free. With an iPhone or Blackberry you can get e-mail, text messages, voice mail, appointment schedules and pictures just about anywhere, anytime. You can also download Skype for free and people can pop up on your computer anytime they like. There is also instant messaging that can go between your computer and your cell phone and shared calendars that anyone can see on the Internet.

When selecting the technology you’re going to use everyday, it is important to understand what you do. If you don’t have a focus and you do everything, you are going to have a very hard time selecting the correct technology to make your day better. If this is you, I would suggest reading something like “So, Now What?” and find your focus. Have you ever seen someone with two or three cell phones? Is this really necessary? For some maybe.

If you are a writer, you probably need some sort of voice recording tool or easy to use memo pad on your cell phone. This way you can record ideas as they come to you. I use my “tasks list” to add ideas. If you are a salesperson, you’ll definitely need some sort of calendar and several communications methods such as e-mail, cellular phone and text messaging. Everyone has to select a technology that works for them and be cautious of overusing technology.

Since time is the only thing we can’t replace or make more of, technology becomes a critical tool in making our time more productive. A phone call letting a client know you’re running five minutes late might save the meeting. A phone call letting the vendor know you’re running five minutes late might get them to stay behind and save you a trip to their offices the next morning. Everything we do with technology is about saving time. Even this article is about saving time. This article is a single point where I can express ideas, and a single point where anyone can read these ideas.

Just think about how we communicated before the Internet. If I wanted to send out a newsletter to all of my clients that meant I had to write it, print it and mail it. I know because we did it that way for over 10 years. Now I can post to my blog or website and send a link out over e-mail in a matter of seconds. The challenge now is to make sure I don’t overload my clients and end up wasting of both of our time, or cause them to tune out.