Advertising
Advertising

Want to Go Paperless? Avoid These 4 Big Mistakes

Want to Go Paperless? Avoid These 4 Big Mistakes

Resolved to go paperless but want to do it the smart way? In this article we’ll cover 4 big mistakes you might be making in your quest to go paperless.

Mistakes to Avoid When You Go Paperless

Mistake #1 – Not stopping the flow of paper to you

  • Are you still receiving paper magazines? Cancel those subscriptions now: how often do they just sit around and pile up before you get a chance to read them?
    • If you love your magazines and need a digital alternative, try the Next Issue app.
  • Sign up for paperless billing and avoid a ton of paper items being sent to your mailbox.
  • Unsubscribe from unwanted mailings the easy way: use an app like Paper Karma to take a picture of the to and from addresses on the mailings and they will take care of the rest.

Mistake #2 – Letting Paper Pile Up

To be successful when you go paperless you need to stop paper from piling up around you.

Advertising

  • Handle paper when you bring it into the house:
    • Recycle or throw away mail or notices you don’t need. Be sure to use Paper Karma to stop the next item from that company even showing up at your door.
    • Designate a spot for all paper that needs to be handled, e.g. If you have a bill you need to pay, you can put it a designated bin for bills.
      • Don’t forget to sign up for paperless billing for any recurring bills.
    • Any papers that need to be filed should be scanned immediately and then shredded or recycled.
    • If you need to keep the original document for some reason, scan it first and then file in a safe spot.
      • I generally keep receipts that may be needed for returns in a file for the current tax year.
      • Small item receipts get shredded after a couple of months, unless needed for tax purposes.
      • Large ticket receipts should be filed until you no longer have the item.
  • More companies and vendors are now allowing for paperless receipt, which will really help us all go paperless.
    • Forward any receipts you have to your Evernote receipt folder and tag with the date, company, and item (if appropriate).
  • Ask family and friends to send emails or eCards rather than paper cards. Check out AmericanGreetings.com or Apps like Red Stamp to send nice digital cards.

Mistake #3 – Scanning Incorrectly When Trying to Go Paperless

I know a gentleman who spent hours and hours scanning all his documents in his effort to go paperless. I thought this was great until his wife told me the details of how he scanned them. Please don’t repeat these mistakes in your paperless quest:

Advertising

  • Scanning unrelated documents in one big lump. Sure it might make scanning quicker, but then you have big .pdf files of papers that are unrelated and can’t be filed electronically in a meaningful way.
  • Saving your scanned documents to any old spot on your hard drive.
  • Not having a system for being able to find the documents you scan.

This gentleman’s wife had no idea where to find anything he’d scanned. She said it was now much harder to find anything and always had to ask him to try to locate a document. There were no productivity improvements that came from this project.

Advertising

Avoid these scanning mistakes by scanning like papers together, and maintaining a good electronic filing system to be able to find documents you save. I use Evernote to accomplish the latter, replicating my filing system in Evernote via Notebooks and tags. The search within Evernote is exemplary and allows the user to easily search within a document for the keywords they need to identify it. Especially helpful is the Evernote Pro PDF search capability, which is a must for anyone wanting to go paperless.

Mistake #4 Not Having a Backup System in Place

Whether your scanned documents are on your hard drive or in the cloud, be sure to have a backup. I recommend a minimum of one set locally, and one in the cloud.

Have you started your paperless quest yet? If so share your best tips to go paperless in the comments below. Also let us know how these tips help you on your journey.

Advertising

More by this author

50 Simple Questions to Ask to Get to Know Someone Deeply Best Ways To Spend Your Thanksgiving Weekend This Year How to Create a Secure Password That You’ll Always Remember 20 Brilliant Self-Help Books You Need To Read How To Select Reading And Entertainment That Enriches Your Life

Trending in Productivity

1 How To Break the Procrastination Cycle 2 Types of Procrastination (And How To Fix Procrastination And Start Doing) 3 5 Tips for Overcoming Procrastination and Feeling Overwhelmed 4 Why You Procrastinate: 7 Possible Reasons You Can’t Get Anything Done 5 Is Procrastination Bad? The Truth About Procrastination Revealed

Read Next

Advertising
Advertising
Advertising

Last Updated on March 31, 2020

How To Break the Procrastination Cycle

How To Break the Procrastination Cycle

How often do you find yourself procrastinating? Do you wish you could procrastinate less? We all know how debilitating procrastination can make us feel, and it seems to be a challenge we all share. Procrastination is one of the biggest hindrances to moving forward and doing the things that we want to in life.

There are many reasons why you might be procrastinating, and sometimes, it is really difficult to pinpoint why. You might be procrastinating because of something related to the past, present, or future (they are all intertwined), or it could be as simple as biological factors. Whatever the reason, most of us follow a cycle when we procrastinate, from the moment we decide to do something to actually getting it done, or in this case, not getting it done.

The Vicious Procrastination Cycle

For some reason, it helps to understand that we all go through the same thing, even though we often feel like the only person in the world who struggles with this. Do you resonate with the cycle below?

1. Feeling Eager and Energized

This is when you commit to taking a new action or getting something done. You are feeling confident and optimistic that, this time round, you will do it!

2. Apprehension Starts to Come Up

The beginning stages of optimism are starting to fade. There is still time, but you haven’t done anything yet, and you start to feel uneasy. You realize that you actually have to do something to get it done, and that good intentions are not enough.

Advertising

3. Still No Action

More time has passed. You still haven’t taken any action and probably have a lot of excuses why. You start to panic a little and wish you had started sooner. Your panic starts to turn into frustration and perhaps even irritability.

4. Flicker of Hope Left

You can still make it; there is a little time left and you ponder how you are going to get it done. The rush you get from leaving your task until the last minute gives you a flicker of hope. There is still time; you can do this!

5. Fading Quickly

Your hope starts to quickly fade as you try desperately to understand why you just can’t do this. You may feel desperate and have thoughts like, “What is wrong with me?” and “Why do I ALWAYS do this?” You feel discouraged, or perhaps angry and resentful at yourself.

6. Vow to Yourself

Once the feeling of anger or disappointment disappears, you most likely swear to yourself that this will never happen again; that this was the last time and next time will be different.

Does this sound like you? Is the next time different? I understand the devastating effect that procrastination has on many lives, and for some, it is a really serious problem. You also have, on the other hand, those who procrastinate but it doesn’t affect them in any way. You know whether it is affecting you or not and whether it undermines your results.

Advertising

How to Break the Procrastination Cycle

Unless you break the cycle, you will keep reinforcing it!

To break the cycle, you need to change the sequence of events. Here is my suggestion on how you can effectively break the vicious cycle you are in!

1. Feeling Eager and Energized

This is when you commit to taking a new action or getting something done. You are feeling confident and optimistic that, this time round, you will do it! The first stage is always the same.

2. Plan

Thinking alone will not help; you need to plan your actions. I always put my deadlines one or two days in advance because you know Murphy’s Law! Take into consideration everything that you need to do, how long it will take you, and what you will need to get it done, then plan the individual steps.

3. Resistance

Just because you planned doesn’t mean that this time is guaranteed to be different. You will most likely still feel the resistance so expect this. This stage is key to identifying why you are procrastinating, so when you feel the resistance, try to identify it immediately.

Advertising

What is causing you to hesitate in this moment? What do you feel?  Write them down if it helps.

4. Confront Those Feelings

Once you have identified what could possibly be holding you back, for example, fear of failure, lack of motivation, etc. You need to work on lessening the resistance.

Ask yourself, “What do I need to do to move forward? What would make it easier?” If you find that you fear something, overcoming that fear is not something that will happen overnight — keep this in mind.

5. Put Results Before Comfort

You need to keep moving forward and put results before comfort. Take action, even if it is only for 10 minutes. The key is to break the cycle and not reinforce it. You have more control that you think.

6. Repeat

Repeat steps 3-5 until you achieve what you first set out to do.

Advertising

Final Thoughts

Change doesn’t happen overnight, and if you have some deeper underlying reasons why you procrastinate, it may take longer to finally break the cycle.

If procrastination is holding you back in life, it is better to deal with it now than to deal with the negative consequences later on. It is not a question of comfort anymore; it is a question of results. What is more important to you?

Learn more about how to stop procrastinating here: What Is Procrastination and How to Stop It (The Complete Guide)

Featured photo credit: Luke Chesser via unsplash.com

Read Next