In a perfect world, everything would be paperless. In one of my first blog posts, I wrote about why going paperless is so awesome. I could sing the benefits of going paperless a thousand different ways, and since doing so, I’ve made the argument to anyone willing to listen (and many who weren’t). RELATED: Preparing to Be Paper Free: First Steps The reality, though, is that paper is still going around. And while I set up a system to go paperless and stay that way, and my incoming paper has dramatically decreased, it hasn’t disappeared. There are some things that you just have to hold on to.
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Disclaimer: I’m not paid by Evernote. Yep, all this love is pure and provided by me free of charge.
I first discovered Evernote in 2013. At the time, I was looking for something I could use to keep, well, notes. I had been using a composition notebook to jot down information as it came across my desk (phone numbers, figures, “remember to do this” lists), but it wasn’t ideal. One, they quickly filled up, and two, I had to furiously flip through pages when I needed to find the info again. Evernote seemed like a decent solution, and I kinda/sorta used it. I also had this sneaking suspicion that as useful as the service seemed, I was definitely not using it to its full potential. Then, I stumbled upon this article and as they say, the rest is history (note: yes, this article was written in 2013, but its still relevant). It took some time for my brain to train itself to go to Evernote by default. Now, it serves me on a daily basis. My workflow within Evernote has changed a few times, expanding and adjusting as my use for it increased. So, what IS Evernote? Right out of their own mouths, Evernote is…. "From inspiration to achievement, Evernote is where your work takes shape. Write, collect, discuss, and present, all from one workspace." And, WHY Evernote? For me, the fact its cross-platform and accessible from anywhere I have an Internet connection is ideal. I switch between devices throughout the day, so writing a note on my phone and knowing it’s also right there on my MacBook is a plus. I love that it has the option to encrypt text. Most of all, while I’ve tried other services, I've found Evernote to be the easiest to use, yet still packed with the features I need. I use Evernote primarily as my digital filing cabinet. Unlike a regular filing cabinet, I also create and file “notes to self,” recipes, meeting notes, etc. So while I like to think of it as a filing cabinet, I also consider it more of an inbox, as well as a fully-functional place to work WITHIN. For example, I wrote this post in Evernote, and drew and annotated all the images on my iPad, again, within Evernote. I’m going to share some general Evernote organization options, then how I personally use it. Remember - Evernote can be designed to work for YOU. This is what works best for ME, but we’re all different, as our workflows. Before I go into my system, note that if you’re familiar with GTD and David Allen, you’ll recognize that I use a fair amount of his principles in how I set it up. If you don’t know about GTD, then I encourage you to start here. I can’t say I use his system religiously, but I am a big fan. Within Evernote, you have notes. Those notes are filed into notebooks. Notebooks can be “stacked.” Notes can capture text, files, pictures, audio files, tables, etc. You can also annotate .pdfs, draw, add reminders, and present notes. Notes can also be tagged, which is a feature I use heavily. This post contains links to apps or reviews I found helpful and are shared for informational purposes only. Confession: if you had ever looked inside any office I had between 2006 to roughly mid 2014, you would refuse to believe I could ever declare myself to be “paperless.” Don’t get me wrong; I was organized, and tidy. All that paper had homes in labeled folders, alphabetized and many times, color coded. But it was paper, and it was A LOT.
When I went to the corporate sector in mid-2014, I also had to move. I had binders and binders of paper, a filing cabinet, etc. During the packing process, I realized that the majority of my paper collection could be electronic, and I rage packed everything while vowing I wouldn’t move it again. Thus began my geeky ways, and I was a woman on a mission: no more paper. I could sing the benefits of being paperless a thousand different ways, but for me, personally, it’s the lack of “stuff.” Sure, having everything I need just a few keystrokes or mouse clicks away is awesome. I’ve become more organized, and more productive. The environmental benefits are obvious. But the biggest perk for me was, and remains, having everything I need available whenever I need it without throwing my back out lifting it or having to go through files and choosing what I need to have on me for my next meeting. That being said, as a former paper junkie, I know taking the leap isn’t an overnight process. Is it a worthy process? Absolutely, and one I recommend to everyone, but it’s not necessarily a quick one. Which is why, when people ask me how to go paperless, I always recommend starting with implementing a good system. This system will go into effect immediately for all the paper you’ll continue to have roll in, and is a good framework for “catching up.” This isn’t just how you’ll handle tasks, appointments, meeting notes, and so on, but also how you’ll store your documents. |