Life these days is lived increasingly in mid-air, somewhere we can’t see, in the ether if you will. It can be easier paper-wise, so you don’t have a drawer full of receipts and files, but whilst you can’t see all this information, it can feel like you have no reins on it, no control. This is all a bit of a recipe for stress.
So, how can we organise our digital life, so to speak, to make it less stressful, more streamlined, and less destructive on those forests by cutting down the paper?
Be password savvy – Any secure website will require a password, and it’s never advisable to use the same password for them all. If you get hacked then you’re running a huge security risk if you don’t mix it up a little. Variety is the spice of life, after all. Having said that, you don’t want to be remembering a head full of different passwords, and you certainly don’t want to be writing them down. A good way to use a password manager like Last Pass. Always generate important passwords using a strong password generator, rather than using real words.
Back up your files – Whilst they’re not paper-based, computer files still need to be organised and backed up. If your computer dies, you don’t want to be losing all your data, so for that I’d recommend using Dropbox as the cloud-type of storage you read so much about these days. Simply logging into your account will drag your information down from the sky and onto whichever machine you log into. Simple, and much safer.
Organise your files – Creating folders for the month and storing all paperwork relating to that month within it will make it easier to find things on the go. You can easily download your online statements etc and store them in that particular months’ folder. To keep it up to date again, delete folders after, say, three months, and keep it on a rolling system, so you don’t end up with a computer full of useless folders from four years ago!
Spreadsheets – They sound geeky, but they’re really not. If you’re a freelance worker, or undertake any kind of freelance work, then you will of course need to keep records of your work for tax purposes. I find a spreadsheet is a good way to keep a basic running tally, to go alongside the other records you need to keep. A simple tally like this will help you make quick calculations, rather than stressing yourself out with trawling through more complicated records.
Review regularly – When you’re trying to go paperless, you’re basically streamlining your life, so the key is to keep it simple. If it’s not working for you, play around with it a bit, and keep updating everything as you go. I don’t like to leave things to pile up, because that’s what clutters my mind and leads to stress. If you can keep on top of your admin, then you’ll be freer and more organised as a result.