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How to Go Paperless: Bury the Paper Before it Buries You

How to Go Paperless: Bury the Paper Before it Buries You
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The paperless office concept has been around since the 1960s or ‘70s, much like the flying car. For many people, this has been little more then a myth. How can we get rid of the paper while our offices are filled with photocopiers and fax machines and the postal carriers and couriers keep bringing in reams of the stuff daily? What about the need to keep receipts for accounting and tax purposes? And what about the contracts and other legal documents? It is hard, but getting easier to do every day.

Well, the short answer is that in a normal office environment today, we can’t really do it 100%, certainly not in one simple step without burning down the building. But there are some simple steps that we can take toward the goal of not having to constantly manage piles of paper at home or the office. A few decisive steps applied over enough time can dramatically reduce if not eliminate the paper.

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Before going through the specific steps, we need to consider there being two kinds of paper documents: those we need to retain for the longer term (let’s call them records) and those that are transient in nature (call them working files). Different approaches work for these two basic kinds of papers or documents. The nature of your office and work has a great deal to do with which type of paper you can reduce or eliminate the most easily. A legal, accounting or medical office will likely have a harder time making its records paperless than an ad agency or political campaign office would. Decide which of the paper reduction steps you take and in what order you take them based on what you do and the importance of the various records and working files.

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Ten steps toward converting your office to a paperless one:

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  1. Begin with the end in mind. Be clear on your objectives so that you can target your conversion most effectively. For example, if efficiency is a more important objective than environmental, don’t try cutting your paper volume in half by recycling paper through the copiers to print on the backside. Double-sided copying easily jams the machine and often confuses whoever gets handed stuff printed on both sides. We found increasing the efficiency of the records management system much more important than reducing the number of working papers. By targeting the records management, the working papers reductions naturally followed.
  2. Decide on a date for a switch from paper-based to paperless for everything going forward. Chose a date far enough ahead that everyone can work toward. Not everything needs to be switched at one time. Don’t worry about converting old records until you have time to get around to doing something about converting them. Many of them can probably be kept without any changes and discarded once they get to a certain age.
  3. Establish an electronic records retention system and get comfortable using it before becoming committed to it. We didn’t go out and get an expensive or complicated system installed then make a hard conversion. What we did early on was to create a filenaming system that automatically sorts itself chronologically in most file directories. Just like the filename for this article which begins 20071106_1600… This is simply the metric system of year, month, day and time to the nearest minute or hour based on a 24 hour clock. If we save a version of this file on one person’s laptop then email it to the office, it gets filed automatically by whomever receives it. Revisions are easily handled by simply superimposing a new date/time at the beginning of the filename. We started doing this long before the switch date.
  4. Place a filename on every document worth keeping. In our office, if a document does not have a filename, it gets named or tossed out. This is true whether it is a paper or electronic document.
  5. Retain a paper file as the primary record for anything before the switch and the electronic record as the primary record for anything after the switch date. This is not a complicated thing. In our office, like most offices, there is often more then one copy of the important things around. We got into the habit of knowing where the record was then tossing out or deleting duplicates once done with them, especially for the paper duplicates. We get comfortable knowing that anything prior to January 1, 2005 worth having a record of has a paper version someplace and everything afterward can be found on a server.
  6. Inform your clients and suppliers of your paperless orientation. Come out of the closet and let everyone know because most people find it great. This does not mean you should beat up a client who wants you to send hardcopy proofs or a signed original instead of an electronic version. We tend to give clients whatever they want. However, we do beat up our suppliers. Our lawyers were some of the toughest holdouts but they eventually learned how to send everything electronically and scan documents that had to have signatures on them.
  7. Keep your technology and systems simple and compatible with what most people use. The great news is that PCs and MACs use file systems that no longer conflict with each other. There are still problems with using different types of graphics and multi-media formats but these are diminishing. If we stick to the basic formats, most people can deal with them. Be careful about using fringy formats, especially for records that need to be retained long term.
  8. Check and upgrade your older files from time to time to make sure they remain usable. CDs or tapes are a problem. They deteriorate and some of the earlier formats are no longer supported. We keep our records in live formats. Maintaining a backup server is no harder or more expensive than keeping an inventory of off-line storage media. Paper records deteriorate too if printed on acid paper or stored in a bad environment.
  9. Adopt an “If in doubt, throw it out” policy. We tend to be a bit quicker than most to toss out stuff we are not sure of. The odds are that since we only tend to ever look at maybe 1% of the records we store, there is a high probability the stuff we are deciding whether or not to keep is not worth keeping.
  10. Recognize and reward those who help meet the objectives. Whether someone becomes able to electronically edit or deliver documents on the fly or is finally replacing an old Remington manual typewriter with a computer, take the effort to show how this produces positive impacts, whether on the bottom line or the environment.

These were some basic steps we used and recommend that can help you make the shift. We reduced our paper consumption about 95% over the past five years. If you have already made shifts toward a paperless office and have some other ideas, please let us know by posting a comment. Or let us know if you had any problems in trying to create a paperless office.

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Tatsuya Nakagawa

Tatsuya Nakagawa is the CEO of Castagra and a Podcaster.

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Last Updated on November 18, 2020

15 Tips to Restart the Exercise Habit (and How to Keep It)

15 Tips to Restart the Exercise Habit (and How to Keep It)
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It’s okay, you can finally admit it. It’s been two months since you’ve seen the inside of the gym. Getting sick, family crisis, overtime at work and school papers that needed to get finished all kept you for exercising. Now, the question is: how do you start again?
Once you have an exercise habit, it becomes automatic. You just go to the gym, there is no force involved. But after a month, two months or possibly a year off, it can be hard to get started again. Here are some tips to climb back on that treadmill after you’ve fallen off.

  1. Don’t Break the Habit – The easiest way to keep things going is simply not to stop. Avoid long breaks in exercising or rebuilding the habit will take some effort. This may be advice a little too late for some people. But if you have an exercise habit going, don’t drop it at the first sign of trouble.
  2. Reward Showing Up – Woody Allen once said that, “Half of life is showing up.” I’d argue that 90% of making a habit is just making the effort to get there. You can worry about your weight, amount of laps you run or the amount you can bench press later.
  3. Commit for Thirty Days – Make a commitment to go every day (even just for 20 minutes) for one month. This will solidify the exercise habit. By making a commitment you also take pressure off yourself in the first weeks back of deciding whether to go.
  4. Make it Fun – If you don’t enjoy yourself at the gym, it is going to be hard to keep it a habit. There are thousands of ways you can move your body and exercise, so don’t give up if you’ve decided lifting weights or doing crunches isn’t for you. Many large fitness centers will offer a range of programs that can suit your tastes.
  5. Schedule During Quiet Hours – Don’t put exercise time in a place where it will easily be pushed aside by something more important. Right after work or first thing in the morning are often good places to put it. Lunch-hour workouts might be too easy to skip if work demands start mounting.
  6. Get a Buddy – Grab a friend to join you. Having a social aspect to exercising can boost your commitment to the exercise habit.
  7. X Your Calendar – One person I know has the habit of drawing a red “X” through any day on the calendar he goes to the gym. The benefit of this is it quickly shows how long it has been since you’ve gone to the gym. Keeping a steady amount of X’s on your calendar is an easy way to motivate yourself.
  8. Enjoyment Before Effort – After you finish any work out, ask yourself what parts you enjoyed and what parts you did not. As a rule, the enjoyable aspects of your workout will get done and the rest will be avoided. By focusing on how you can make workouts more enjoyable, you can make sure you want to keep going to the gym.
  9. Create a Ritual – Your workout routine should become so ingrained that it becomes a ritual. This means that the time of day, place or cue automatically starts you towards grabbing your bag and heading out. If your workout times are completely random, it will be harder to benefit from the momentum of a ritual.
  10. Stress Relief – What do you do when your stressed? Chances are it isn’t running. But exercise can be a great way to relieve stress, releasing endorphin which will improve your mood. The next time you feel stressed or tired, try doing an exercise you enjoy. When stress relief is linked to exercise, it is easy to regain the habit even after a leave of absence.
  11. Measure Fitness – Weight isn’t always the best number to track. Increase in muscle can offset decreases in fat so the scale doesn’t change even if your body is. But fitness improvements are a great way to stay motivated. Recording simple numbers such as the number of push-ups, sit-ups or speed you can run can help you see that the exercise is making you stronger and faster.
  12. Habits First, Equipment Later – Fancy equipment doesn’t create a habit for exercise. Despite this, some people still believe that buying a thousand dollar machine will make up for their inactivity. It won’t. Start building the exercise habit first, only afterwards should you worry about having a personal gym.
  13. Isolate Your Weakness – If falling off the exercise wagon is a common occurrence for you, find out why. Do you not enjoy exercising? Is it a lack of time? Is it feeling self-conscious at the gym? Is it a lack of fitness know-how? As soon as you can isolate your weakness, you can make steps to improve the situation.
  14. Start Small – Trying to run fifteen miles your first workout isn’t a good way to build a habit. Work below your capacity for the first few weeks to build the habit. Otherwise you might scare yourself off after a brutal workout.
  15. Go for Yourself, Not to Impress – Going to the gym with the only goal of looking great is like starting a business with only the goal to make money. The effort can’t justify the results. But if you go to the gym to push yourself, gain energy and have a good time, then you can keep going even when results are slow.

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