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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.

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  • 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:

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  • 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.

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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.

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Last Updated on May 16, 2019

The Daily Rituals of 7 Successful CEOs

The Daily Rituals of 7 Successful CEOs

One of my favorite success quotes ever comes from one of the original and most successful ‘CEOs’ of his era: Aristotle. Here’s what he said:

“We are what we repeatedly do. Excellence, then, is not an act, but a habit.”

This advice is just as sound today as it was when Aristotle first expressed it, way back when. I’m reminded of this at least once a week, when I interview an inspiring author, leader, or successful CEO on my show. I ask my guests a series of questions about what has contributed to their success and their ability to build something meaningful.

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You want to know what nearly all of them say? Almost every time, they respond by telling me that their success is the result of simple habits  enacted day after day.

These quotes from seven successful CEOs demonstrate the daily rituals that have contributed to their success:

1. Promote what you love.

“It’s so much better to promote what you love than to bash what you hate.” – Jessica Alba, CEO of The Honest Company

2. Develop a feedback loop.

“I think it’s very important to have a feedback loop, where you’re constantly thinking about what you’ve done and how you could be doing it better. I think that’s the single best piece of advice: constantly think about how you could be doing things better and questioning yourself.” – Elon Musk, CEO of TESLA Motors

3. Create things that are better, not just “different.”

“Our task today is to find singular ways to create the new things that will make the future not just different, but better—to go from 0 to 1. The essential first step is to think for yourself. Only by seeing our world anew, as fresh and strange as it was to the ancients who saw it first, can we both re-create it and preserve it for the future.” – Peter Thiel, CEO of Palantir and best-selling author of Zero To One.

4. Meditate.

“Meditate. Breathe consciously. Listen. Pay attention. Treasure every moment. Make the connection.” – Oprah Winfrey, CEO of OWN Network

5. Read every day.

“Read 500 pages every day. That’s how knowledge works. It builds up like compound interest.”-Warren Buffet, CEO of investment firm Berkshire-Hathaway

6. Block time for email.

“Set aside a 20- to 30-minute chunk of time two or three times a day for email. Do not check continually through the day.” – Doug Camplejohn, CEO of predictive lead marketing company FlipTop.

7. Make your customers happy.

“We see our customers as invited guests to a party, and we are the hosts. It’s our job every day to make every important aspect of the customer experience a little bit better.” – Jeff Bezos, CEO of Amazon.com

Develop the right rituals. Become a successful CEO.

If the majority of these daily habits are new to you, avoid making the crucial mistake of adopting all of these habits at once. Research on habit-formation indicates that lasting habits are formed one at a time.

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For example, let’s say you’re excited about developing the following daily habits:

  • daily reading,
  • daily meditation, and
  • updating your to-do list every night

Let’s say that daily reading is the one that excites you the most out of the three habits noted above. It would be wise of you to begin by choosing and scheduling time to read every day, and then sticking to that time until it becomes a habit. Once it feels effortless and automatic, you’ll know that you’ve turned it into a daily habit. Now you’re ready to install the next habit… and the next… Until before you know it, you’ll start looking in the mirror and seeing the reflection of a successful CEO.

Featured photo credit: Amy Hirschi via unsplash.com

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