It kind of crept up on me...

When I left school, registration was a matter of queuing up at the Motor Registry with a pink slip and a cheque book. It seemed to be something you put aside an afternoon to organise, as it was always going to be tedious. And for some reason my rego always ran out in peak summer. So it was always hot too.

When I enrolled in university there were long queues and a trail of paper. More of the same. I went to the post office to get my HSC result - a rare moment when the postman would allow you to jump the queue. My results came by paper. 

Standing in queues. There were a lot of those in the old world. My first share house involved queuing at the post office to pay utility bills and phone bills (all split with precision between housemates) - all of this prompted by something that came in the mail.

It's different now. I registered my car the other day after my mechanic gave me a pink slip that synchronised with the RTA, so that I could pay my registration using my mobile phone and a credit card.

If I could see that this was the future while lining up at the Manly Motor registry in the 1990's, I would also see a life of leisure as these time consuming rituals of administration would now be obsolete. It's not like that in 2018. Not like that at all. More about that later.

Going from a large organisation to a small one

I worked 20 years at Macquarie Bank. At the time I was there, the bank was known as being an early adopter of technology. And I think it was - but only in a way that suited a large organisation. Any change in the tools we used was subject to testing and roll out, assessed for compatibility with existing systems, and normally associated with some kind of training. Like any organisation (or government) has to do. Macquarie Bank could probably do this faster than related organisations, but it is still a protracted process. 

When you work for a company, you begin to depend on the "back end" - the administration, the systems, the procedures. And seeing all this process makes you worry how hard it would be to do it on your own should you wish to try anything different. It's a trap.

I had my concern about this upended in a really cool way. Before I left the bank to setup my own business, I had an idea to setup an online business, and joined a group to work on the idea. This group brought an incredible energy and an amazing "can-do" approach to trying anything. One of the most important things I learned from this experience was just how many tools are available for someone getting organised and running their life or their business.

In fact - when you look at the rise of online businesses through this lens, it becomes clear just how much success is based on taking a process that may have been in the realm of the "back end" provided by working with a large organisation, and making it into a service that you can pay for by the month, put your branding on it, and choose to retain, or not, based on how well the service is working for you. Everything from websites, accounting, invoices, graphic design and a whole bunch of other functions can be solved by many willing companies.

The result of this is that you can end up paying for a dozen or so services, for a total cost of something close to a Foxtel subscription, and have all the services a large company may support you with, at your disposal. Further, you don't have to pay for expensive computers, or muck around with installation.

Leaving a job after 20 years

When I left Macquarie to setup my business in 2014, I was determined to take advantage of as much of the technology available to improve productivity, become better organised, and feel in control. I was sick of piles of paper, and feeling like I was just keeping up, as opposed to understanding what I was doing and having a bit of time to breath and stand back from it all and getting the chance to think.

I took the time to design the way I ran my business. From the ground up. 

At the same time, my life was undergoing changes - setting up a new business was just a part of it. I was also recently divorced and had to organise getting the most from life for my 3 kids that I was co-parenting. It was the right time to make sure the way I was running things made sense.

By working on a new business, and a new life at about the same time I had the perfect opportunity to use my analytical brain to seek out whatever I could to enable me to focus on an uncluttered life, an experience for my clients that was delivered with integrity and value, and a way to control what I could in a way that enabled space for me to think and appreciate all that was in my world. 

The work I put in was worth it.

I now have a kind of "back end" that makes everything else run a lot smoother. While I have not become some kind or organisational zealot, I do have things under control. It's liberating.

How I do it

While I have far from mastered the art of being organised, I feel I am winning. I don't have piles of paper in files gathering dust. However - I do have piles of files (my stuff) - sitting in the cloud somewhere. And still not organised. But it's different now.

One of the applications I use religiously, Evernote,  allows me to save anything - by scanning, photographing, or emailing. However, instead of just ending up with a bunch of files on my computer that I have to name and organise, I can search the files for words. So, for example, I took a photo of my passport and saved it to Evernote. When I want to find it, i just search the word "passport", and my passport comes up. As well as my kids passports. This won't get you through customs, but if someone is asking me my passport number (perhaps for a tedious online application), I am not going to go digging through my filing cabinet. It's here.

Meanwhile, I have the Evernote application on my computer, on my phone, on my ipad. I can log into Evernote using any computer linked to the web. Anywhere. No problem losing my phone or my office burning down.

And it's like this for so many things now. My kids school reports, medical records, car registration, class lists,  utility accounts, holiday bookings and plans. If it's something I think I'll need, I scan it, photograph it, keep it. Have you noticed that receipts fade over time? Mine don't. I even take photos of my kids artwork.

I also religiously keep a list of passwords on Evernote. If I set something up - the name of the application, my user name, and my password gets saved to Evernote. Straight away. 

I also use all that Google has to offer. And there is a lot of it. I use a phone that uses the Google operating system (Android), and I have everything at my fingertips. This was quite a change from years of Apple - I won't go through the debate as to who is better, but Google works beautifully for me (and for my 13 year old son who is now my go to guy for IT issues).

Getting started

Here's the thing....getting started is hard. Frankly, the providers of these services do not offer a good user guide to someone starting from scratch. 

Setup a Google email account (gmail) account, and you are actually getting access to a bunch of amazing products - all free, all cloud based, all constantly improving. My kids are all setup so they can access their files, make presentations, write their assignments, and never have to worry about saving documents, USB sticks, and they can also collaborate with their friends easily. 

How do you know what is the best way?

I don't think anyone knows. I do know that my pathway lead me to a bunch of bright youngsters who got me interested in how to take advantage of technology to get things done. Then I made a bunch of changes and I am seeing the benefit.

I run my business like this. And my life. Everything is a login away. From my phone, computer, tablet. If a device crashes, gets lost, or falls in a toilet (it's happened), everything is safe, and getting on with things without interruption is a login away.

The light bulb moment

I have worked as a financial analyst, keeping control of vast amounts of information and trying to make sense of it. I am also a Certified Financial Advisor who has spent countless hours looking at the way people interact with the system, and trying to understand this through building spreadsheets that replicate government legislation in order to get to the bottom of how an individual situation will be treated by "the system".

I am also a father of 3 children battling the administration that comes with that. And the administration of car registration, paying utilities, and making time for everything else. Then there is the task of making sure you are getting the right deal on everything (that's another story). It's hard work, and it should be easy for me.

For older Australians, there is this collision, and it works like this.

There is no stage in life where the interaction with the government agencies is as significant.

It is now more complicated than ever.

I want to help Australians at this stage in life do what I did - get some insight into the tools available to help you keep on top of things, have a go at using them, get more out of life than trying to "keep up". It's that simple.

In this section of the website I will outline some of the tools I use to make life easier. I hope it helps.

Brendan

 

 

 

 

 

 

Posted
AuthorBrendan Ryan
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Set up a google email address for all of your administration

What?  Setup a new email account to deal with all of your administration using the Google email service - known as gmail. It's free

Why? Your personal email account is probably getting overloaded with spam, and you may spend more time deleting emails than opening them and reading them. It makes sense to go with a major provider that is motivated to offer a constantly improving service. Google do a good job of separating out promotional emails, so they don't clutter your inbox.

Having a google email account also has a bunch of other benefits  - like access to a full suite of free services, and the opportunity to do more to wipeout spam email. More about that later.

How? Creating a gmail account is easy. Just go to the account creation page and find a user name that is still available. You may end up with an address with a few numbers - depending on how many people in the world with your same name have signed up for an email address with google!

What's next? Now you have a separate email address you can use to track your administration. You may be able to integrate it into the email service you use on your home computer (great if you know how to do that). Or you can simply login when you are in your internet browser - like Chrome or Exploroer. 

Where you need to use an email in your day to day, use this one and see how the spam emails that come once you give your email to anyone are neatly filed away.

There's more I use all the tools that Google has to offer every day - both in my business and in my personal administration. I'll have a lot more to say on what else you can do once you have started with a gmail account. 

 


 

Posted
AuthorBrendan Ryan

print, sign, scan, send

What? Sign forms by electronic signature

Why? Getting things done these days still involves a lot of paper. While this may have been done by mail or in person in days gone by, there is still a need for paperwork to be filled out. In many cases, forms need to be printed, filled in, then sent by mail, or scanned and sent by email. There is an easier way, and most people can do this.

What? By scanning your signature, you can then use this to sign and send documents without the need to print them.

How? I will talk about doing this on an apple computer here. A simple internet search using the words "scan signature" will also lead to other ways to do this.

Step 1: Open a document you want signed. If it hasn't already, open the document in Preview.

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Step 2: Go to the tool icon - just next to the search box, and open it. Then press on the signature icon.

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Step 3. Select "Create Signature". All you need to do now is write your signature on a piece of paper and your computer should do the rest.

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Step 4. Now you have your signature saved! When you need something signed, and your document is open in preview, you can select the tool box, then select your signature, and it will appear on the document.

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Step 5. Sending the document is easy. When you select "Print", you will have an option to send as an email.

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Step 6. You now have a signed document in an email ready to go. No printing or scanning!

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Your signature will remain in the system for using again in future. Once you start signing forms in this way you will not go back!

Posted
AuthorBrendan Ryan