What A Good Personal Information Management System Can Do For You

The whole concept of personal information management took a huge leap forward with

the introduction of the personal computer on the scene some years ago. Suddenly filing, organizing and retrieving your information became so much easier. With our busy lifestyles, each one of us needs a personal information manager to unclutter our lives.

The most important part of ever good personal information manager (called PIM hereafter) is its diary facility. The vital aspect here is ease of use. You do not wish to spend minutes entering an appointment or event on the calendar. You also want to be able to see your daily, weekly or monthly upcoming appointments and events at a glance.

Another crucial feature of any worthwhile PIM is its reminder facility. Once you have entered an appointment/event in the diary, you don't want to check back all the time. You want to be reminded before the event actually takes place. A number of PIMs do this by sending you an email a day or a couple of hours before the event. Others use an alarm system or a pop-up window to remind you than an event is upcoming.

Something else that comes in very useful is the ability to import and export data. If you have been using another type of calendar program and you want to switch, you want the new one to be able to import all your events from the old one. Vice versa, you want it to be able to export data in case you would like to switch again one day.

Something else that you should look for in a good PIM is a task manager. There are very often a whole list of things one must do within the next couple of days, but none of them has to happen on any particular day. The diary section is not the right place for them - you need a task manager where you can enter, sort, edit and delete tasks.

Good personal information management software will also have the facility to enter recurring events. Without this facility, you won't be able to enter events that happen every week, month or year, such as regular meetings, birthdays et cetera. With recurring events you can enter all your friends' and colleagues' birthdays and forget about them - the system will warn you when a birthday is upcoming!

by: Andy Zhang

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