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Use “Scannable” So You Can Live A Paper- Free Life From Now On

Use “Scannable” So You Can Live A Paper- Free Life From Now On

While the digital age is trying to turn most things electronic, we still can’t escape the paper trails we need to keep and file away such as tax forms, business cards, receipts, insurance forms and various instructions or manuals.

The problem with still having papers to keep comes with the gradual pile-up and keeping on top of each document’s relevance over time. Even if you file them in an orderly fashion, they can soon take up space and be a pain to find.

Using a scanner is one solution, but waiting until you can find one available and then having the time-consuming job of organising them into different files can be a frustrating task.

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The App to Help Solve Your Paper Problems

There is a simple solution to avoid your paper and scanning woes and it comes in the form of an app called Scannable. This app is completely free to download and install on your phone allowing you to scan wherever and whenever you like.

The beauty of Scannable is that it links directly to Evernote making it much easier to instantly organise your paper documents. But if Evernote isn’t your go-to organisational platform, it comes with different export features meaning you can email your documents to whatever storage portal you use. Just scan, send and the documents will automatically export as jpeg or PDF.

How Scannable Can Help in Daily Life

One example of how Scannable can make your life much easier is with business cards. If we’re networking, business cards can start to pile up and while they’re useful, we don’t necessarily need then straight away – rather we tend to keep them for future use. Just point your camera, take a snap and Scannable will automatically rotate, crop and adjust the image to make it as clear as possible.

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    With Scannable, you’re not only able to scan the business card as a digital copy, it will also directly connect to the person on Linkedin. This will eliminate even the need for keeping and organising various business cards while giving you the ability to instantly stay connected.

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      You also have the ability to pass on documents to other members of your team. If you think a business card will be of particular use to a client or department, you can digitally send it over to them instead of physically handing it to them when you next see them. Equally, it stops the chance of it collecting dust in the bottom of your draw and being forgotten altogether.

        Not only do you have the option to simply email or text the scan to your recipient, it also allows you to send it via email or text, or export it as PDF and JPG files. This can be done using Evernote or any other app you prefer to use.

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          So having this handy app will not only create physical space and get rid of the need for paper, it will give you peace of mind that everything is saved and organised ready for your future reference.

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          Brian Lee

          Chief of Product Management at Lifehack

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          Last Updated on September 18, 2019

          15 Best Organizing Tips For Office Organization and Getting More Done

          15 Best Organizing Tips For Office Organization and Getting More Done

          You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

          Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

          A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

          Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

          So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

          1. Purge Your Office

          De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

          Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

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          Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

          2. Gather and Redistribute

          Gather up every item that isn’t where it belongs and put it where it does.

          3. Establish Work “Zones”

          Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

          Place the appropriate equipment and supplies are located in the proper area as much as possible.

          4. Close Proximity

          Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

          5. Get a Good Labeler

          Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

          6. Revise Your Filing System

          As we move fully into the digital age, the need to store paper files has decreased.

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          What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

          Here’re some storage ideas for creating a smooth filing system:

          • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
          • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
          • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
          • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
          • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
          • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
          • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

          Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

          7. Clear off Your Desk

          Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

          If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

          8. Organize your Desktop

          Now that you’ve streamlined your desktop, it’s a good idea to organize it.

          Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

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          Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

          9. Organize Your Drawers

          Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

          Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

          10. Separate Inboxes

          If you work regularly with other people, create a folder, tray, or inbox for each.

          11. Clear Your Piles

          Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

          Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

          12. Sort Mails

          Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

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          13. Assign Discard Dates

          You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

          Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

          14. Filter Your Emails

          Some emails are important to read, others are just not that important.

          When you use the filter system to label different types of emails, you know their priority and which to reply first.

          Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

          15. Straighten Your Desk

          At the end of the day, do a quick straighten, so you have a clean start the next day.

          Bottom Line

          Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

          Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

          More Organizing Hacks

          Featured photo credit: Alesia Kazantceva via unsplash.com

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