SEVERAL months ago, a reader asked whether my agency used dual monitors. Although we did not, other readers responded that they had. I'm always curious about new technology, and after doing a little research found a 2002 prediction by Bill Gates that dual monitors could improve productivity as much as 50%. We decided a trial might be worth the small investment of some software and a second monitor.

We discovered that the new computers we had purchased six months earlier already had dual-monitor video cards built in. Our technician explained that he purchased the cards because the price differential was so small. If you have replaced a PC in the last year, it might also have the required video card.

We had just upgraded to the Windows XP operating system, and we learned that it supports up to 10 monitors attached to a single PC. However, Windows 2000 and Windows 98 will also support dual monitors.

Comparing possible new monitors, we found a variety of "bezel" sizes and realized that the smallest bezel (frame border) around the screen would maximize continuity across screens. We had to do some extra searching to find monitors in beige cases, which provided a more consistent appearance in our office, instead of the black cases that are far more abundant today.

Normally, I avoid opening computer cases and tinkering with hardware, but the installation process was so easy I did it myself without a glitch, and I'm sure you can too. After you connect the monitor, you can adjust its settings easily. Click the "start" button at the bottom of the screen, and select "settings," then "control panel." Choose the "display" icon. When the "properties" dialog box opens, click the "settings" tab. You will see the settings for both monitors there.

We went looking for some screen management software and found a wonderful little product called Ultra-Mon. The program allows several practical maneuvers, such as expanding a screen across both monitors or "sending" the current display to the opposite monitor. Two functions make this software worth the price all by themselves. The first changes the properties of a desktop program icon and sets the default screen to which it will open. The second displays a minimized program on a separate status bar on the bottom of the screen on which it was opened. This makes tracking multiple programs on different monitors a snap. A free, 30-day, full-function trial copy of the software can be downloaded at www.realtimesoft.com.

In July, we installed second monitors at seven workstations. We expected our staff would take at least some time to adapt to this new configuration. We were wrong. It took them just a few hours to discover rewarding practical applications that improved their work flow. Among the uses they quickly identified were the following:

? When a client calls to compare an expiring policy with the renewal policy, a CSR can open each policy coverage screen on a separate monitor, making a side-by-side comparison possible without the need to print the prior policy and compare it with the policy on the screen.

? We do an annual coverage review for every client. Dual monitors allow our staff to view a client's coverage information on one screen, while using the other to compose the coverage review and recommendation letter, without having to toggle back and forth between screens.

? When we work on a quote for a coverage comparison, our agency management system automatically locks the current session of the client file. We can now open the same client file as a second session on the other monitor, allowing us to confirm coverage and add any coverage that did not successfully bridge to the rater.

? This month, we had to renew all the broker licenses for the staff online. In the past, this entailed printing the previously scanned CE course completion documents, so that we could get the information needed for the renewal applications. This time, with dual monitors, we opened the scanned documents on one screen and filled out the needed information on the other. As with other applications I've cited, we saved time and paper.

? We use Microsoft Outlook for e-mail. We can use our second monitor to leave Outlook open full-screen all day and quickly see at a glance important e-mails to which we want to respond. The mouse tracks across the two monitors as if they were a single screen.

Dual monitors offer a significant practical improvement in workflow and can help agencies implement a paperless office environment. No special training is necessary, and we found that adoption is almost instantaneous. After just two months, our staff would never agree to give them up.

Special Reports /

Automation: Dual monitors turn out to be a big hit at our agency

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