Shanghai Tech WriterTechnical Writing, Technology, WordPress, Web 2.0, National Instruments, LabVIEW, Shanghai, China

Several months ago, I started a series about workspace configurations, following Tom’s post on his top 10 workspace configurations. His number one setup was having a dual-monitor setup. I was envious because I wanted a dual-monitor setup too. Many developers at work have this setup but not any of the technical writers.

Today, I decided to bring the extra 19″ flat panel I had sitting around the house to work. The monitor was sitting on an empty desk collecting dust for months because my computer is currently hooked up to a larger screen LCD TV. I don’t know why I didn’t think to bring the monitor to work earlier. Anyway, it took me a minute to setup the dual display settings and voila, I now have two 19″ monitor sitting on my desk! I’m loving this setup!

In a New York Times article:

Survey after survey shows that whether you measure your productivity in facts researched, alien spaceships vaporized, or articles written, adding an extra monitor will give your output a considerable boost — 20 percent to 30 percent, according to a survey by Jon Peddie Research.

Indeed, having the extra monitor really boosts productivity! Today is only the first day having this dual-monitor setup and already, this setup has made my job so much easier!

Benefits of Having a Dual-Monitor Setup

• Quick glance at incoming emails. I can have Lotus Notes (email application) open on one screen while I work on the other screen. When new emails arrive, I can immediately scan the incoming emails without minimizing any windows.
• Documenting a software. LabVIEW, the software I write documentation for, uses two windows—the front panel and the block diagram. Having LabVIEW open hogs up pretty much an entire screen. With two monitors, I can place all LabVIEW windows on one screen and use the other screen to write the help manual.
• Researching online. When I’m researching online for information, I can easily keep the browser open on one screen while working on the other.
• Following an outline. Before starting a new documentation project, I create a documentation plan and an outline of the topics I want to write. I can place the outline on one screen while setting up the help templates on the other screen.
• Working with images. I take lots of screenshots as I’m documenting for LabVIEW. I can place LabVIEW on one screen while editing the captured images with the other screen. Occasionally I need to capture screenshot of something that is wider than my monitor screen. Some screen capture tools have scrolling features, but unfortunately, they only scroll one direction — up and down, not side to side. With two monitors, I can stretch the window size to both screens and capture the entire window.
• Reviewing documentation. My peer reviewers like to review my documentation in PDF format while the help file itself is in CHM format. I can place the review file on one screen and the CHM file on the other for side-by-side comparison.
• Editing in XML / HTML. I write all my help topics in XML and HTML. It’s hard to read the help when every other word is in brackets, tags, and symbols. I can place the transformed HTML help file on one screen while editing on the other screen.
• Messaging window. Throughout the day, I receive lots of instant messages from colleagues about various matters. Often times, the person will write “hi Susan” and not write anything until I respond. Then it’ll be another minute or two before the person sends a message. With dual monitors, I can place the message window on the other screen while I continue working on whatever I was doing.
• Working with folders. I use FreeCommander, which is an amazing dual-window, tabbed file management application. I use FC as a replacement for Windows Explorer. With two monitors, I can easily review the contents of multiple directories on one screen while working on the other screen.
• Accessing desktop. Last but not least, Windows desktop is the dumping ground for all sorts of files. I can shown the desktop on one window while working on the other. When I save files onto the desktop, I can open the file without closing or minimizing the other.

The possibilities are unlimited! The basic idea is that with a dual-monitor setup, you can avoid having to minimize any window you are currently working on to access the other. You also can avoid using Alt-Tab to navigate between multiple windows. And the worst but most often used shortcut key is Windows-D in which all windows are minimized to display the desktop. While it’s cool to immediately access the desktop, you have to restore all the other windows, one at a time!