calendarA few weeks ago, I presented at the National Association of Professional Organizers San Francisco Bay Area Regional Conference. My topic was Make Time for This: Effective Time Management. As I was putting the finishes touches on my slides and handout prior to the conference, I started thinking about the many different systems, tools and strategies people use to manage their time. Specifically, I started thinking about how far we have come with regard to digital/electronic systems compared to years ago. Yet, every time I speak to an audience about time management and survey the participants, it amazes me how many people are still using paper-based systems (paper, pen, notebooks, post-it notes, folders, etc.) compared to digital (software, apps, tablets, smart phones, etc.). And yes, even in a room full of professional organizers and productivity consultants, there were more than a handful that admitted to still using a paper-based system.

So which is better? That’s not an easy question to answer, even for a productivity expert because the winner is in the eyes of the user.

checkmarkA paper-based system has a certain solidness to it. You get to touch your system and hold it in your hands. For people that are very tactile focused, this concreteness can make all the difference. Being able to write with your own hand, feel the pen move across the paper, turn the page, tab it, shuffle paper, put a post-it note on it, etc. can make all the difference. The act of being able to physically manipulate the system is what helps the paper-based user to stay in control of the system and perhaps even enjoy using it. The disadvantages to this “ol d fashioned” type system include a limited/finite amount of space/storage, inconvenient size if the system is too large to fit into a small purse or pocket for example, and the fear that your system can be easily lost or destroyed with no back up.

People that are digital focused tend to do better with an electronic system. There are many advantages, including the ability to set reminders and alarms, an amazing amount of storage (especially if your digital system is in the cloud), portability and often a small size if you use your system on a handheld device, and the ability to share and synchronize with other’s calendars in workplace. Some disadvantages are that you can’t always see the full month view (a real pet peeve for those that are strong visual learners), and it’s not satisfying for tactile individuals who love the feel of pen to paper.

I used a Filofax day planner for years when I was still practicing law. I absolutely loved it! The smell o f the leather, the feel of the paper, the way my pen filled up the pages with appointments, and the fact that it was always with me ready to serve me at a moment’s notice. I was very careful about the way I handled it, and was adamant about not losing it. Some lawyers were so fearful that they may lose their daily planner that they offered a hefty financial reward to anyone that found it and returned it to them! I knew someone that left his planner on a plane and got it back and did indeed send a large check to the finder.

I fought the digital revolution tooth and nail for a long time, as I loved my Filofax and it served me well in the sense that I used it religiously and had great time management skills. But when the Palm Pilot was created (yes, I am dating myself!), I thought I had died and gone to Heaven, which is surprising for such a tactile person (I love to write by hand… even to this day!). I think it was the fact that it looked like a Filofax (leather bound, small size with the device inside) and you could “write” with a stylus. So it was a great transition piece as it mimicked many of the attributes of a paper system, but was the beginning of the digital overthrow — at least for me!

asanaThe Palm was the first in line of many digital time management systems. I am now fully digital using Asana as my digital task/project management system (if you haven’t checked it out, go to Asana.com — it is free and pretty amazing!), and iCal as my digital calendar system on all of my Mac devices (iPhone, iPad and iMac). BUT I still often make a daily to-do list on good old fashioned paper, and sometimes I even do a Brain Dump on paper when I have a lot of mental clutter in my head and need to get it out. There is still something so satisfying to me about running th at pen across the paper and watching the words appear. And there is nothing like the feeling of physically crossing an item off your to-do list!

If you are still struggling with whether to go fully-digital or continue using your tried-and-true-but-outdated paper system, realize that you can use both. Just be careful not to duplicate your efforts (by using two systems for the exact same purpose) or create systems that conflict and compete with each other.

In the end, there is no “perfect” system. The ultimate goal of any productivity or time management system should be to capture and complete the tasks and responsibilities that make up your personal and professional life, not necessarily HOW that is accomplished. The system doesn’t have to be pretty or stylish (unless aesthetics are important to you), or the latest and greatest digital marvel (unless being a techie is fun for you and you love being an early adopter). The system just has to do its job, which is to help you manage your time and tasks better. Free yourself from the mindset that one is better than the other, and ask yourself which is better for you at this particular time in your life. And if you absolutely can’t choose one or the other, feel free to create a system that incorporates both the paper and digital worlds. Heck, you never know… it just may become the next big thing!

About Lisa Montanaro

Lisa Montanaro is a Productivity Consultant, Success Coach, Business Strategist, Speaker and Author who helps people live successful and passionate lives, and enjoy productive and profitable businesses. To receive her free Toolkit, Achieve Powerhouse Success with Purpose, Passion & Productivity, visit www.LisaMontanaro.com/toolkit. Lisa is the author of "The Ultimate Life Organizer: An Interactive Guide to a Simpler, Less Stressful & More Organized Life" published by Peter Pauper Press. Through her work, Lisa helps people deal with the issues that block personal and professional change and growth. To explore how Lisa can help you be purposeful, passionate and productive, contact Lisa at (530) 302-5306 or by e-mail at .

2 Responses to “The War Between Paper and Digital Productivity Systems: The Winner is in the Eyes of the User”

  1. Brenda Horton

    Great article Lisa! As a software entrepreneur who builds productivity apps, I am excited about you beta testing Actionplanr Web Mobile when it is ready. If you LOVE Asana, I think you are going to be in for a real TREAT!

    Reply
  2. Lisa Montanaro

    Brenda – Thanks for your comment. I am so glad you liked the article. I am really excited to beta test Actionplanr when it is ready to go. I know you and your team have put a lot of effort into understanding how people use productivity tools and in making it user friendly. It is going to be amazing!

    Reply

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