Typing Productivity

A Free Document Productivity Tool for Word

Typing Productivity refers to the B2E system which turns short abbreviations into expanded text. This reduces the typing load for business and technical documents.  

Using this system has two important benefits:

• Using abbreviations increases your typing throughput since regularly used phrases and long words can be typed with just a few characters.
• Using abbreviations makes typing more accurate because shorter words are easier to type and the need to make corrections is reduced.

The B2E system is a set of simple rules that allow you quickly determine and and type the required abbreviation at normal typing speeds. Word then converts the abbreviation into the full text as you type. The rules need to be simple so working out the abbreviation does not distract you from generating the content.

B2E also includes tools to create new abbreviations and import and export them from work. The tools inlude a dictionary of over 1000 abbreviations that can be used immediately.

AutoCorrect

B2E is based on the standard  AutoCorrect function and is a general purpose tool for expanding an abbreviation to full text.  For example the abbreviation "tproy" is expanded by AutoCorrect to be "typing productivity". 

AutoCorrect is found in all Office products and means that the abbreviations can be used in Word, Excel, Visio and Outlook provided you keep using the same dictionary.

The B2E system

The B2E system is intended for general purpose use rather than for specialist environments like medical transcription.  It focuses on the big ticket items – speeding up the entry of regularly used phrases and long words.

To use B2E, the abbreviation and its corresponding full text need to be loaded into the Word dictionary. This can be done manually or imported via a spreadsheet using tools available from the Downloads page.

Rule 1 – Three or more word phrases 

Use the beginning  letter of each of the words in the phrases.  For example:

• rar  = roles and responsibilities
• isra = Information Security Risk Assessment

You can capitalise the full text if that is the way it is normally expressed
See also Rule 3 – Acronyms.

Rule 2 – Two word Phrases

Use the first letter of the first word, the first three and last letter of the second word.

• bpros = business process
• sreqt = security requirement

Using this method often creates pronounceable phrases which also helps you remember them.  I often find myself using the abbreviation in hand written notes too. 

Rule 3 – Acronyms and suffixes

If the phrase already has an acronym, use the lower case – it is generally easier to type.  For example:

• iam = IAM

If you need to express the full version of the acronym, use the x=expand suffix.  For example:

• owa =OWA
• owax = Outlook Web Access

If you need plurals, use the s=suffix. For example:

• bpross = business processes
• sreqts = security requirements

If you need both lower case and title versions of the phrase,  use the c=capitalise suffix. For example:

• caa = certification and accreditation
• caac = Certification and Accreditation

Rule 4 - Long words

For long words use the beginning letter, the sound of the second syllable and the last letter.  For example:

clabe = collaborate (colaborate)

acome = accomodate (accomodate)

acredn = accreditation (accreditation)

acumd = accumulated (accumulated)

ctifg = certifying (certifying)

The name of the B2E system is derived from this rule, the characters in the abbreviation are b222e, where b = the beginning of the word, 222= the sound of the 2nd syllable, and e=end.

The rule works because all you need to do is sound the word out in your head as you type. The abbreviation naturally falls out of this process without intruding on the flow of content.

It produces remarkably few collisions, and focuses on long words (3+ syllables) where the accuracy and speed payback is greatest.

Rule 5 – Compound Words

For compound words, use the beginning letter plus the start of the second word and the end letter. For example:

wstream = workstream (workstream)

wlistd = whitelisted (whitelisted)

nvirtd = non-virtualised (non-virtualised)

The rule can be summarized by b222e where b = the beginning of the first word, 222=start of the 2nd word, and e=end 

Rule 6 - Frequently used Short Words, Phrases and Compounds

For frequently used short words, use the beginning letter of the first and second syllable.  For example:

sv = service (service)

For frequently used short phrases, use the beginning letter of each word. For example:

uc = use case (use case)

p1 = phase 1 (phase 1)

For frequently used short compound words, use the beginning letter, of each:

pw = password (password)

ol = Outlook (Outlook)

sp = SharePoint (SharePoint)

Rule 7 – Suffixes

If you need plurals, always  use the s=suffix. For example:

egaget = engagement

egagets = engagements

The rule applies even of the plural is not a simple addition of "s".  For example:

psiby = possibility (possibility)

psibys =possibilities (possibilities)

Words that naturally end in d may need an extra d suffix.  For example:

rcomd = recommend (recommend)

rcomdd = recommended (recommended)

Further Notes

Abbreviation Families

When I enter an abbreviation, I usually enter the full set of endings for the root word.

icorpe = incorporate

icorpd = incorporated

icorpn = incorporation

icorpg = incorporating

icorpes  = incorporates

Collisions

Collisions can happen – consider if the two words are worth abbreviating – one may be too short. 

Consider entering the start of both words and add "X" where the duplication starts, this is your clue to remove the X and add the remainder.

Collisions may also challenge the way you pronounce words.

Capitals

Autocorrect will handle capitalisation correctly.  If you enter the first letter of the abbreviation as a capital the full text will also be captialisted

Type: egaget  you get: engagement

Type: Egaget you get: Engagement

Entering Abbreviations Entries

The SmartCorrect tool automates the addition and lookup of Typing Productivity abbreviations. 

When adding, the routine determines the default abbreviation to use for the selected text.  When 

The AutoCorrect dialogue is automatically loaded with the appropriate fields filled in.

• If the text selected is 6 characters or less, SmartCorrect assumes that the value entered is an abbreviation, finds the associated full text equivalent and loads the Autocorrect screen.  This is a simple and effective lookup of an existing abbreviation.  If there is no corresponding full text, the full text field is blank

• If the text word (longer than 6 characters) SmartCorrect assumes that the highlighted text is the full text.  If the text already has an abbreviation, both values are presented.  If there is no corresponding abbreviation, it offers a default abbreviation for you to add. You can tell it is a new abbreviation because there are 3 leading spaces to remind you.

• If there is no selected text, the AutoCorrect dialogue is opened and no fields are pre-populated.

Library of Abbreviations and Import & Export Tool

A library of nearly 1000 Typing Productivity abbreviations is provided to help you get started with the B2E system.  Also provided is an Import and Export Tool which can be used to load them into Word and move them from one PC to another.

The same tool can be used to import and export any AutoCorrect entries without these abbreviations. See the Typing Productivity Part 4 post for more information.

System Design

Collisions

One of the problems with any abbreviation system is the management of collisions, this is where the abbreviation is itself a real word, or where the rules generate the same abbreviation for two different words.  Both these are intrusive and prevent smooth typing. 

The B2E method is different from similar methods because it is designed to keep collisions to a minimum.  B2E also a generic method of dealing with them if they do occur. 

Typing Expanders

Abbreviation systems of this type often make use of typing expanders. These work a little like the predictive text systems seen on smartphones.  There are many typing expanders on the market,  the basic model ones  provide word choices based on dictionaries, while the more advanced ones learn from what you type and offer predictions based on context.  

There are two main issues I have with typing expanders:

• Typing expanders are not suitable for me because they require software to be installed on the device.  I work on client sites and such installations are not possible.
• Typing expanders often rely on presenting narrowing choices based on the characters typed so far.  I felt thinking about the list would distract me from creating the content.

I had used AutoCorrect concept in the past, but found the experience frustrating because I could only remember a handful of abbreviations. I stumbled across this site run by Jon Knowles. Jon highlighted the need for a set of rules to generate the abbreviation rather than relying on memory.

Jon describes the ABCZ method, which is great for use with typing expanders, but generates too many collisions for an AutoCorrect based system like B2E.  However, I do recognise the inspiration provided by Jon, and if you are interested in typing expanders, very high volume typing concepts or transcription tools, please visit his site.