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10 Reasons Paper is The Most Flexible Productivity Platform

10 Reasons Paper is The Most Flexible Productivity Platform

notebook

    Lifehack’s theme for April is productivity without power. I don’t know about you but those words instantly bring one word to mind: paper. Whether it’s a Moleskine, index cards, a regular notebook or just loose-leaf, paper can be one of the most flexible tools in your arsenal. Let’s take a look at ten ways you can use paper yourself.

    Hipster PDA

    Here’s the thing you always know is going to be mentioned when an article’s title combines the words “paper” and “productivity” — it’s the classic Hipster PDA. Merlin Mann came up with the idea in 2004 when he got sick of carrying his Palm V around. Essentially, the “device” intends to replicate the organizational functions of a PDA without the electricity and is made from index cards.

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    Capturing Memory Leaks

    Often termed ubiquitous capture, there are a gazillion powered options for capturing ideas, forgotten tasks and other memory leaks in one of those “oh no!” moments. Nothing really does beat pen and paper, though — it won’t disappear when there’s no power or crash and freeze before you can hit the Ctrl+S. Paper is easily accessible and reliable. Unless, of course, you mix coffee, children and small spaces.

    Brain Dump

    In my mind, there’s something demanding about an empty word processor window, but something freeing about a blank sheet of paper. Maybe it has to do with the fact that I spend a heck of a lot of time working in word processors, but when I need to sweep my mind and get all the loose ends down the easiest, fastest, and most comprehensive way involves paper. I can empty my brain organically with lines and free association and all that literary-hippy stuff, rather than facing the cold, harsh linearity of the word processor.

    Task Lists

    I have always found that the most effective task lists for a one-day timeframe are paper-based. While I’ll use software to manage tasks in the greater scheme of things, my day’s plan of action is always mapped out on paper — at least those days where I’m reasonably effective are! You can read a bit more about my method of doing things here, and I strongly urge everyone to consider trialing this method. Task management software is so ubiquitous these days that many people don’t even give paper a week or two’s chance.

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    DIY Planner

    Here’s a resource that deserves a section of its own: DIY Planner. This website hosts a plethora of printables for all sorts of things — productivity, writing tools, psychology, and more. Unfortunately it can be a bit tough to separate the printables from the articles (not that there’s anything wrong with the articles, but sometimes you just want to get straight to the goodies). Despite that, it’s still worth a good look-through. Sure, you need a computer and a printer in the first place so it’s not exclusively powerless. Just make sure to stock up before the power grid explodes!

    Flash cards

    Every now and then we need to memorize things. Whether you’re learning some vocabulary in a new language or the lines in your presentation, sometimes the old-fashioned flash card method is the way to go. While there are apps for the computer and most phones that do this it can be simply more convenient to whip out a stack of cards in your wallet when you’re out and about. Why waste those idle moments?

    Idea Generation

    When my main income source was freelance writing, every couple of weeks I’d run dry on ideas. When you’re writing for more than fourteen hours a day it’s not hard to do at all. So I’d schedule a block of time every two weeks to sit down with a pen and one of those large drawing notebooks (like a Moleskine but with the wire binding) and brainstorm enough ideas to last a few weeks, and sometimes a month or two. I always kept the excess in an emergency reserve in case I came up dry two weeks later.

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    As I mentioned when I wrote about brain dumping, paper doesn’t have to be as linear as a word processor, so it’s that much easier to come up with more ideas on paper just by drawing lines and creating strange associations between ideas.

    Organize Contacts

    You could use an old-fashioned address book and put it by the phone. You could keep regular print-outs for everyone in your computer-based contact manager plus notes and client histories in a binder, since if your only backup of your digital address book was accidentally wiped you could be out of business.

    Or you could organize your contacts by throwing every business card you ever receive into a binder. Pretty cool, eh?

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    Organizing Your Family Life

    A whole lot of information flows through the family home. Important information from your doctor, permission slips to sign for the kid’s school, family events and birthdays to remember, the list goes on. Unclutterer offers an excellent paper-based idea to help you keep your home life as organized as your work life: the central home binder.

    A Funnel for Your Car

    We can’t finish this list without including one of the most common uses for paper that has persisted for decades.

    Well, not really — I’ve never heard of anyone doing this before, though I wouldn’t be surprised if I do end up trying one day since our car is so poorly stocked; Brett Kelly of Cranking Widgets brings us the index card funnel.

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    Joel Falconer

    Editor, content marketer, product manager and writer with 12+ years of experience in the startup, design and tech digital media industries.

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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!

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    Featured photo credit: Alesia Kazantceva via unsplash.com

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