Question Is it possible to be a "paperless" VA? - Virtual Assistant Forums

#1 (**permalink**) 12-01-2008

I'm wondering what tools you use that allow you to be "paperless." I have moved my "office" to the family room and my goal is to have a clear workspace and be entirely paperless if possible. Does anyone have any good suggestions?

#2 (**permalink**) 12-01-2008

Hi!

Although I've never used it, I hear that OneNote is good for going paperless.

Just an

!

Lori

#3 (**permalink**) 12-01-2008

For my own files and records, I hardly ever print anything anymore. If there's something I want to keep and file away, I print it to a PDF file and keep it in a folder on my computer.

There are free converters you can download and install - like PrimoPDF, which I used for years (until I got a full version of Adobe Acrobat). Then anytime you press "print", just change it to print to PrimoPDF (instead of your printer) and it will build a PDF file instead.

Deb

p.s. Remember to back it all up occasionally.

#4 (**permalink**) 12-01-2008

I don't think paperless is possible - at least for me, for several reasons. When clients send me work to do, some things have to be printed. Faxes with stuff that has to be typed for example. Also, I don't feel that you can effectively proofread from the screen. It looks different on paper. If I get an email with detailed instructions, I print it off so that I can check off as I go what I have done.

#5 (**permalink**) 12-01-2008

Hello,

My office is paperless to a point (about 99.5%) and all of my clients' files are 100% paperless. Only time I am printing out massive amount of paper is for my clients (i.e. invoices, minutes, mailers, envelopes, etc.) that are being mailed out by snail mail. All receipts for bookkeeping are scanned and saved as PDF files and uploaded to the client's server. I use the full version of Adobe Acrobat and can import those files into recognizable characters that can be converted into Word or other programs. The .5% of paper are my notebooks to take notes in (the computer is not always available) and the supplies on hand from the client that includes their stationery items. I have all of this stored in one filing cabinet with the back up CDs of their files (and I back up to an off-site location as well). Another reason to become paperless, less expensive and waste of ink/paper; saves wear and tear on my printer/fax machine. I do electronic faxes and fax directly from my computer. Saves expenses to the client too.

#6 (**permalink**) 12-02-2008

I'm mostly paperless. I also have lots of file folders with PDFs. This has worked very efficiently for me and cuts down on the clutter that could pile of with lots of paper.

#7 (**permalink**) 12-02-2008

I am almost paperless. I do use onenote to organize my clients, business and personal files. In order to make it work you need a good "filing" system, pdf program and scanner for those notes and other items that were once paper.

The only paper I have is snail mail correspondence for two clients but the originals are filed in their notebook and a few written notes from networking (which have not yet been converted).

#8 (**permalink**) 12-02-2008

Hi Angie:

What a great discussion. In my opinion, I think it may depend on what you do. For me, most of my clients are data entry projects are based online so there is no need to print out information.

I keep scraps of paper for me to log my hours and then log my hours into myhours.com or another online time tracking tool. My customer profile sheets and everything else is saved on a USB drive that I have attached to my keys - that way I won't lose it!

Invoicing: I agree with the others here on the forum, invoices can be converted to PDF and uploaded onto a client's server, emailed to the client, faxed (from the computer), etc.

Good luck and let us know how your transition goes. Have a great day!

#9 (**permalink**) 12-04-2008

There are several ways to accomplish the paperless office. Perhaps the simplest way is to create folders for your documents and move those documents to their specified folder.
Two right clicks of the mouse will accomplish for you.

#10 (**permalink**) 11-19-2009

My office is completely paperless, and I send all client work and invoices via pdf.

in fact, I've started an e-series on my blog about going paperless (the series is called "Going Green") and you can read it / blog it / tweet it - the url is http://julianeal.wordpress.com

I'm hoping to merge all the 6 blog posts into 1 to make a free e-book for your guide to start going paperless.