How to establish a paperless workflow (2024)

When 2020’s ultimate plot twist started disrupting lives all over the world, the need to shift to digital has become more apparent. Google search for digital notebooks and notetaking apps skyrocketed. It was obvious that paperless workflow was part of the new normal as it is critical to avoid disruption in productivity.

The world has indeed adjusted to the digital era where smartphone screens kiss early mornings hello and mobile apps transform physical tasks into easy 1 to 3-click solutions. And when 2020’s ultimate plot twist — also known as the COVID-19 pandemic — started disrupting lives all over the world, the need to shift to digital has become more apparent. Technology became the saving grace of many from businesses to individuals alike.

The “traditional way” of doing things has arguably become secondary as more and more people are getting accustomed to the benefits of technology, most especially at work. Automation has been slowly but surely transforming professional environments into digital spaces of efficiency, productivity and agility. One “essential” that is slowly ghosting its way out of the daily grind is paper.

The idea of going paperless in the office started as early as the mid 1970’s, prophesized by the Business Week article “The Office of the Future”. It revealed that the work environment of the future will have the use of paper greatly reduced, if not totally eliminated. And crazily enough, that future is where the world is right now.

The shift has become more demanding than ever. In a macro sense, businesses have been scaling their digital transformation initiatives to stay competitive and relevant. But take a peek into the micro lens — how can one actually start adapting to an almost all-digital set up? How to actually establish a paperless workflow whether alone or with a team? Here’s a breakdown of tips and tricks on how to establish a paperless workflow:

1. Evaluate

Any sort for shift needs ample evaluation. In this case, it’s knowing how much paper is used and what it is used for on the daily. Should all notes be written down on a notebook? Can personal thoughts be retained on paper while work-related ones be digitized? Do you really need all those desk calendars? Check the trash can and see which ones are thrown out first or better yet, evaluate the usual stock that ends up dusty by the end of the year.

2. Classify

Going paperless doesn’t necessarily mean the absolute removal of paper use. It’s like cutting down on carbs — it’s replacing the unhealthy ones that matter. Ask questions like “Can document sharing be more efficient within the team?” “Can this business process be further shortened through digital means?” “Which files do I need synced on all my devices?” Emotion can also play a part; writing a note for a client may be more effective in terms of relationship management while writing individual tasks may be more effective in terms of retention and focus.

3. Digitize

After evaluating and classifying, digitizing by using the tools most fitting is next. For starters, applications like Todoist and Trello can keep tasks in one place. Teams or individuals can customize workflows and embed tools like sheets, forms and documents. Collaborative whiteboarding is possible even for remote teams through web apps like Miro. For note-taking, GoodNotes and Notability offer the best of both worlds: brainstorm by typing, writing or drawing on any device. Enhance notes by adding more flair and creativity through templates and stickers tailor fit to one’s personality. These are now also available online and will soon be in Kraftora’s marketplace. For your digital calendar needs, the basic Google Calendar, Asana or Timepage by Moleskin are ways to manage and visualize meetings, due dates, timelines and schedules.

Finally, make sure to set up an online cloud storage with Google Drive, OneDrive or Dropbox to keep your files where it should be — everywhere. A key benefit of digitization is that it guarantees better longevity.

There are multiple ways to shift to digital — there are just so many options. But to simplify it, it’s always best to pause; evaluate, classify then digitize. Evaluate well by knowing the current situation as an individual or as a team, classify by filtering which part of a routine need to be paper-filled or paperless and digitize by maximizing available tools and ensuring longevity with proper storage. Now that the basics are established, learn and research more on the tools and know how to properly use them. A professional does not simply adapt to the new world by establishing a paperless workflow, it’s knowing how to best utilize the tools available to her that is critical. Research well to find the most affordable and effective plans for your digitization needs! As George Westerman, an award-winning author and MIT Senior Lecturer, said: “When digital transformation is done right, it’s like a caterpillar turning into a butterfly, but when done wrong, all you have is a really fast caterpillar.”