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How I Started My Paperless New Year

How I Started My Paperless New Year

    The terms “paperless” and “paperless office” have been floating around for many years; many, as in since the 70’s and 80’s. Everyone thought that the new, shiny computers that were making their way into our lives would solve all problems, including curbing the use of the paper medium. Sitting in the year 2012 we can clearly see that isn’t the case at all.

    I remember in a college economics class, about 3 months before the “Great Recession” in the United States that my professor asked the students which business they’d rather be in; a paper company or an automobile company. Most students chose the car company with their logic being that we are going paperless within the next few years. Once again, we still haven’t seen this “paperless” lifestyle.

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    Here’s the thing. Businesses use paper. Individuals use paper. A lot of it. Even with systems being put into place to reduce paper consumption (like paperless billing, e-signatures, digital document storage, etc.) consumers and workers are still going to use paper for the foreseeable future.

    Why haven’t we reached paperless?

    I think the answer is simple, especially if you look at your own usages. Paper is flexible, portable, malleable. It has an almost limitless resolution (unlike screens and software without zooming in) and can be passed around and used by anyone with ease. It may be the fastest way to write down an idea or pass information to someone in person. Paper is finite.

    Also, there is something about a trusty notebook by your side when going to meetings or classroom. Using paper to write helps you retain knowledge and helps you to more easily be in an conversation in a meeting or with a group, unlike tapping away on your fancy iPad or laptop.

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    It’s a start

    One of the things that I have resolved to do this year (since I resolve in January, not February) is get closer to paperless. There is no way that I can get to 100% paperless as I love taking notes with my Livescribe pen, love the look and feel of Moleskine Cahier, and think that making paper ninja stars is needed. But, I can do some things to get started:

    1. Switch all billing to paperless billing and/or automatic billing. I haven’t completed this step yet but I am in the process. Basically, see if the company that you are billed by has paperless billing (or e-billing). This way you don’t get anything in the mail hence saving the paper that would be used to produce your bill and also the paper that is used for the envelope.

    Some companies will even offer you a slight discount in your bill by going paperless because in the long run you are directly saving them money.

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    2. Stop printing, signing, and faxing/mailing things. That is, if you are receiving these forms digitally. If you are receiving PDFs, then use a tool like PDFpenPro for the Mac or even try the new Adobe EchoSign with the free account for one individual and up to 5 transaction per month. There are of course other options for digital signing like Adobe Acrobat Pro, but the above two tools will work out for most needs.

    After you have signed something electronically you can then send it back via email or electronic fax. I have used eFax’s free service in the past, but I have found that having to send in documents by fax, especially for personal things, is not that normal; emailing an attachement of the PDF seems to be more and more accepted. Signing electronically won’t get rid of a lot of paper, but it is part of the bigger picture.

    3. Get a good scanner, shredder, and digital tool for filing. I chose the Fujitsu ScanSnap s1300, the AmazonBasics shredder, and a subscription to Evernote Premium. If you have to scan a ton of stuff and saving money isn’t important, then I recommend going with the grand-daddy of personal, duplex scanners; the Fujitsu ScanSnap S1500. Everyone is using them; you should too.

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    Evernote Premium is great for storing your personal documents because of its excellent OCR service, tagging, and separate notebook creation. You can organize your documents in different ways and being able to use Evernote’s search capabilities, you don’t even need to know exactly where you put them.

    4. Digital notetaking tools. We have written about some of the best digital notetaking tools in the past as well as the most effective ways to use them and our opinions haven’t strayed too much. One thing to add is that if you followed step 3 above and got yourself an Evernote Premium subscription, then you can take most of your digital notes there with your iPhone, Android, iPad, Mac, or PC.

    One way that I have “cheated” is by using my Livescribe pen. I still have to buy the paper to take notes with, but I get the added bonus of storing the audio and PDF copy of the notes on my Mac and PC. After importing the notes, I can shred the paper if I so choose to.

    Conclusion

    As you can see the paperless lifestyle is getting closer and closer to reality, but there are still uses for paper that trump any digital implementation. Regardless, you can start with your paperless journey this year and get a little closer to that utopian view of a world without paper that we have been trying to reach for decades.

    (Photo credit: Stress by bureaucracy and paper filing via Shutterstock)

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    CM Smith

    A technologist and writer who shares advice on personal productivity, creativity and how to use technology to get things done.

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    Last Updated on August 16, 2019

    10 Best Calendar Apps to Stay on Track in 2019

    10 Best Calendar Apps to Stay on Track in 2019

    The success of our day is largely dependent on the quality of our planning. Not to miss out anything in their to-dos, some people prefer to make a list of upcoming tasks in a notebook, while others have long started using digital technology solutions.

    Calendar applications are some of the main tools that are worth using to organize our life and plan your time carefully.

    Many people have switched to specific tools; however, there are still some who do not use calendars on a daily basis. They may find some applications uncomfortable to use, non-functional, or expensive.

    In this article, we are going to check out the best calendars apps to help you stay organized.

    1. Cal Calendar

      Cal Calendar has recently appeared on the market of mobile applications (Android, iOS). It is the brainchild of the development team of Any.do that features impressive functionality and well-thought-out design.

      The application comes with many great features, including support for Exchange and Google Calendar, widgets, voice recording, and many more.

      Cal Calendar has direct integration with Any.Do To-Do List, which gives you a unique tandem of two applications.

      Apart from its extended functionality, Cal Calendar is easy to use. The creation of events is very simple and fast.

      What is more, depending on the name of the event, the application automatically adds contacts and geolocation data to the entry description. You can even import your lists and entries from Any.do.

      Cal Calendar is a great option for any type of user. It is very convenient and doesn’t overcomplicate the mode of display.

      Another good thing is that this tool is available for free, so you can use it without spending a dime for the software.

      Available for iOS and Android

      2. Google Calendar

        Google Calendar is the official calendar for Android devices that has been tested out by many users around the globe. If you are right now trying to get away from it, consider changing your mind.

        Since this application is installed on most Android devices by default, many users think that there is nothing special in this program. They are wrong.

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        Google has been updating its calendar for quite a few years, and now it comes in Material Design with advanced event features, direct integration into other Google services (for example, supports reminders and Google Now), and comes with Exchange support.

        The program is super easy and will not cost a dime for you. It is a good thing, right?

        Available for iOS and Android

        3. Jorte Calendar

          Jorte Calendar is one of the most popular calendar applications in the Google Play store.

          The program features a wide range of configuration options, with many design alternatives. You can adjust display mode to your needs and view calendar entries sorted by month, week, or day (by hours). It is convenient for quickly picking the desired date, using task bars, and setting reminders.

          Apart from its ordinary information storing function, this application can be a special cloud service, Jorte Cloud, allowing you to synchronize calendars, schedules, and task lists on multiple devices. The application also supports data importing from Google Calendar.

          For those paying attention to the program design, there is also Jorte Store, where you can buy styles and icons to personalize the calendar. This feature makes Jorte is one of the brightest calendar applications.

          A basic version of the app is free of charge, so if you do not want to spend money on a calendar application, it is a good option.

          Available for iOS and Android

          4. Business Calendar

            Business Calendar is geared towards people who use their calendar for work purposes and business task planning. It offers different modes with wide configuration capabilities.

            The application gives a default view mode by months, and events can be marked in different colors. Display modes/ sorting can be adjusted to your needs (by month, day, year, or events).

            You can also set a multi-day viewing mode to see how things look for the next few days. Scrolling up and down moves you by month, and if you check a few days, they will be shown in a more detailed form.

            The day display mode offers hourly scheduling, and the schedule mode provides a detailed schedule for a single event.

            Business Calendar is a great tool for planning/ scheduling cases, tasks, and events. There is a support for recurring events, which can be set up in just a few clicks.

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            Having purchased software, you can use it to import and export other calendars, delete, copy, or move several events at the same time.

            Android Business Calendar application may seem somewhat chaotic, but it works fine and is easy to work with if you play with it for a while.

            A full version of the application is available for $4.99, but you can also find a free version for the app test drive.

            Available for Android

            5. aCalendar

              aCalendar opens our collection of top 10 calendar applications available on the market today. With its appealing design, easy navigation, and great functionality, it is one of the most popular calendar apps in our list.

              Some of extra functions include color schemes for each case type (48 colors to choose from), different types of demonstrations, different widgets, moon phases, and much more.

              Taking into account it functionality, aCalendar is a reliable calendar application that has an easy-to-navigate interface with three display options. Scrolling from side to side allows you to switch between the display modes of the month, week and day.

              When scrolling down and up, you are moving through the calendar at intervals in accordance with the selected display mode.

              Apart from its time planning feature, aCalendar synchronizes photos from contact lists or social networks to remind you about birthdays, anniversaries, or any other special dates.

              The program also supports data transfer through NFC and full-screen widgets, which eases your work with any data.

              The program is available for free, but you can also get even more features if you buy the extended version of software for $4.99.

              Available for Android

              6. DigiCal Calendar

                DigiCal Calendar is very similar to Cal Calendar in the fact that the application focuses on design more than on its functionality. However, this doesn’t mean that the application doesn’t serve the purpose.

                With this calendar application, you can synchronize all your calendars and view them in different ways.

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                Along with the basic functions, this program comes with support for Google Calendar, Outlook, and includes some unique and interesting features. You can match keywords to the image or set up a dark theme.

                The app can even show you the weather forecast for three days. There are many other features that deserve the attention of people who really like to use calendar applications.

                Available for Android

                7. SolCalendar

                  SolCalendar can be called a universal application. It claims to be an all-in-one digital solution having a basic calendar functionality combined with some other advanced features, such as weather forecast for a specific day.

                  The application supports Google Calendar, as well as tasks, widgets, lunar calendar and even Foursquare.

                  Those searching for a calendar application to cover just everything in its functionality, SolCalendar is a program to consider. There are a lot of interesting things in this application; the program does an excellent job working in “all-in-one” mode.

                  Test SolCalendar – the application is available for free. You can test it out without purchasing the service.

                  Available for Android

                  8. Calendar

                    Calendar is a relatively new app. It works as a web app and for both iOS and Android devices. It is an intelligent app that learns your contacts, schedule and tasks. It also helps you schedule and arrange meetings according to your available time slots.

                    A good thing about Calendar is that it allows you to sync up with other calendars you use such as Apple Calendar and Google Calendar. And so you can manage all the calendars you have in one place.

                    Calendar also gives you analytics of your meetings, giving you a clear picture on how you can improve your time management.

                    Available for Desktop, iOS and Android

                    9. Today Calendar

                      Today Calendar is one of the most hip and edgy calendars in our list. The solution was one of the first ones that really embraced Material Design and remains one of the few that adhere to the neat style.

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                      The calendar application offers bold colors, simple controls, and great functionality. This is not as heavy an application as many others; it will not eat all the memory of your device.

                      If you are not searching for something complicated and over-functional, Today Calendar is what you need. You can always test the application before paying for it – the program is available for free.

                      Available for Android

                      10. Calendar Widget: Month

                        Sometimes people do not need a heap of calendar applications. They would prefer to have one efficient calendar widget.

                        Calendar Widget: Month perfectly fills this niche and meets all the needs of a modern user. It has some features of an ordinary calendar, but the real great thing about this software is that it has 80 or more themes in its library.

                        The design of the application is great; the themes are perfectly tuned. There are options for almost any theme of your smartphone. The only drawback is the fact that the widget memory is not too large, and you should be ready for it.

                        This simple calendar widget was created in the image and semblance of widgets from Yahoo. The widget window displays one calendar month with the ability to go to the previous and move to the next one.

                        If you need a simple and affordable calendar to plan your tasks and affairs for one month, this widget is ideal for you. Calendar Widget: Month is so simple that it does not even have Google Calendar support.

                        At the moment, it does not have the function of connecting any third-party calendars and services. Developers allow the possibility of introducing support for Google service as an addition to the widget, if users request to have this opportunity.

                        Available for Android

                        Our Verdict

                        Searching for the right application to manage your various calendars and plan your busy day can sometimes turn into a streak of obstacles.

                        Most of us need flexible applications that can be easily used to manage our tough schedule. The application should have all necessary time planning functions and be intuitive.

                        Stylish design and limitless compatibility also matter. It is not always easy to find such a program.

                        The above digital calendar solutions fall under the category “worth” of being used. They are modern, multifunctional, easy, and easy. Pick the one you like!

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                        Featured photo credit: Unsplash via unsplash.com

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