[PODCAST 326]: Paper to Digital: Where to Actually Start

Going paperless can feel REALLY hard if we focus on all the backlog and try to change everything at once. That’s why Alia (digital her whole life) and I (mostly digital after decades of working with paper) sat down and created this step by step podcast for you. We hope you enjoy this fun conversation!

(Quick note from Alia: While my day-to-day Command Central is only digital, I still have a physical inbox and file box to hold any physical items/papers that come into my life. Although I consider myself fully digital, there will always be a few physical items here and there that will need processing!)

We’ll go through each part of our STEP Command Central diagram and share ideas for creating a digital version:

Please keep in mind that implementing new digital tools might take some time. We invite you to look at everything else on your plate and make sure that you have the room on your Current Projects List before adding digital components to your STEP System.

We also invite you to consider keeping things functional before making them fancy. For example, a Google Doc could be a starter space for a Projects List or Routines List, and then you could move to something like Asana (or another project management tool) later on.

Here’s an overview of our ideas for each section of the Command Central:

Calendar

• Digital calendars make it easier to keep appointments, events, and commitments accessible from anywhere.
• Use a digital calendar for appointments, events, and commitments.
• Share calendars with family members when appropriate.
• Consider a hybrid approach that combines digital scheduling with a simple family wall calendar.
• Treat setting up a new calendar system as a project rather than trying to change everything overnight.

Next Actions List

A Next Actions List organizes tasks by context, such as errands, phone calls, home, or computer work. Some people prefer a paper version, while others use a notes app or digital task list.

• Keep the list simple and easy to access.
• Organize tasks by where or how they can be completed. Alia likes to use emojis to show the different categories in her iPhone’s Notes app.
• Avoid overloading each category with too many tasks.
• Build the habit of checking the list regularly through your Routines List or digital reminders. (Alia likes to use a widget on her iPhone app home screen so that her Next Actions List is always visible and easy to access.)

Messages Managed

Moving to digital often means receiving more information through email and online accounts. A reliable message-management process helps ensure nothing important is missed.

• Sign up for paperless billing when possible.
• Consolidate communication channels to reduce overwhelm.
• Manage email consistently so important messages don’t get buried.
• Check spam folders regularly to catch important messages.
• Create a routine for responding to texts and processing emails. The current backlog of emails and texts will be handled as a future project.

Landing Spots & Capture Tools

• Where possible, reduce the number of places where information enters your life.
• Take photos of papers and documents that need action. Alia stores hers in a “Favorites” folder on her phone’s camera roll and then processes the items every couple days.
• Use a dedicated digital note/list for your Capture Tool so that you can write things down quickly and process them later.
• Have a regular routine for processing the items on your Capture Tool and giving them a home in your Command Central. A digital reminder at the beginning or end of the day could help with this.

Inbox

• Forward multiple email accounts into a primary inbox when possible.
• Minimize unnecessary apps, newsletters, and message platforms.
• Create a routine for processing inbox items regularly during your Weekly Review.

Current Projects List

• Start with simple tools such as a Google Doc, spreadsheet, or notes app.
• Focus on functionality before searching for the perfect app.
• Maintain clear lists for Current Projects, Next in Line Projects, and Someday Projects.
• Use project management software if it feels like the right fit for your needs, but keep the system simple.

Routines & Responsibilities

• Create a simple Google Doc or Spreadsheet for recurring daily, weekly, monthly, and annual responsibilities.
• Use digital reminders for tasks that cannot be forgotten.
• Separate work and personal routines if that helps create better boundaries. (Alia uses Asana for work routines and her Google Calendar for personal/family routines.)
• Begin with a simple list (in your Notes app or on another simple platform) before moving to more advanced tools.

Waiting List

• Use calendar reminders to prompt follow-up.
• Schedule emails or digital tasks for future check-ins.
• Review waiting items regularly.

Goals

• Keep goals visible and searchable. One of Alia’s friends keeps her vision board as her computer/phone background.
• Store vision boards, ideas, and long-term plans digitally in Google Drive, a digital notebook, or in an email folder.
• Use whatever format encourages consistent review.

Read & Review

• Create a dedicated folder or list for content to consume later. Alia keeps her book recommendations, podcasts to listen to, and recommended videos in an email folder.
• Save links rather than letting them remain scattered across devices.
• Unsubscribe from resources that are no longer valuable. This could be a future project to clean up your email and text subscriptions.
• Keep reading and learning materials in one easily accessible place.

Filing Cabinet

• Create a simple digital filing structure for current documents.
• Scan or take pictures of important papers when appropriate.
• Use cloud storage, external drives, or both for backups.
• Focus first on creating good systems moving forward before tackling old filing cabinets.
• Treat large digitization efforts as separate projects.

Support Materials

• Use links, PDFs, photos, and digital documents to keep your support materials readily accessible from any device.
• Keep support materials for a particular project in one spot so they are ready when work begins. For example, in Asana, we list our project and include direct links to support materials in the project’s description.

Tickler File

• Store digital tickets, confirmations, documents you’ll need to use on a specific date.
• Create calendar reminders tied to important dates and digital files/emails.
• Use a Ticker email folder to keep everything in one place.

Someday List

• Capture ideas instead of trying to remember them. Alia adds Someday projects directly to her Asana Projects List.
• Use searchable digital storage.
• Keep Someday items separate from active projects.
• Do an occasional review to see if you still want these items on your Someday list. You could create a 2x/year reminder to go through your future projects lists.

Incubation List

The Incubation List is for ideas that may or may not become projects in the future.

• Save possibilities without committing to them in a digital document, email folder, or section of your Notes app.
• Archive ideas in your email so they are available later if you search for them.
• Remove pressure to make immediate decisions.
• Trust the system to hold ideas until the timing is right.

Going digital is not about eliminating every piece of paper. Meaningful photos, handwritten letters, keepsakes, and special memories still deserve a physical place in life. The goal is to create systems that reduce overwhelm, simplify daily responsibilities, and make information easier to find and manage.

By focusing on current systems first and treating older papers/physical items as future projects, it becomes possible to make steady progress without feeling buried by the past.

Related Links:

[Podcast 295]: Let’s Talk About Landing Spots

[Podcast 298]: Let’s Solve “Communication Overload”

[Podcast 69]: Consolidate Your Inboxes To Reduce Time on Social Media

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