Frequently Asked Questions About Going Paperless
Transitioning to a new way of working naturally brings up questions. Here are answers to some of the most common concerns we hear at The Focused Method, designed to give you the confidence to start and stick with your new paperless workflow.
Is it about the tools or the habits?
This is the most important question, and the answer is clear: it is always about the habits. A person with strong, consistent habits and basic tools will always be more organized and productive than someone with the most expensive, advanced tools but no system. Focus 90% of your energy on establishing the core habits: the daily desk reset, the weekly review, and the practice of timeboxing. The tools are there to support the habits, not create them. Start with the calendar, notes app, and timer already on your phone and computer. Master the process first, then upgrade your tools only when you identify a specific limitation.
What are the switching costs, and how do I know when it’s worth it to change tools?
Switching costs are all the resources—time, money, and mental energy—required to move from one system to another. This includes researching the new tool, paying for it, learning its features, migrating your old data, and re-establishing your habits within the new interface. These costs are almost always underestimated. You should only consider switching tools when your current tool has a clear, unavoidable limitation that is actively preventing you from doing your work efficiently. Don’t switch because of a slick marketing campaign or a feature that seems “nice to have.” Switch only when you have a persistent, painful problem that a new tool is specifically designed to solve.
How do I handle incoming physical mail and documents I can’t control?
A completely paperless life is unrealistic for most people. The goal is to be “paper-less,” not paper-zero. The key is to have a simple, ruthlessly efficient system for processing the paper that does enter your life. Designate one single physical inbox—a simple tray on your desk. All incoming mail, receipts, and documents go here and only here. Then, as part of your daily or weekly review, process this inbox to zero. Each item has one of four fates: it’s scanned and filed digitally (then shredded), it’s an action that gets added to your to-do list, it’s an event that goes on your calendar, or it’s trash.
I tried a new hack and it didn’t stick. How do I know when to quit vs. when to push through?
First, give any new habit a fair chance—at least two weeks of consistent effort. It takes time for a new behavior to feel natural. During this period, ask yourself: is this hack failing because it’s a bad fit for my workflow, or is it failing because I’m resisting the discomfort of change? If it genuinely adds friction, complicates a simple process, or doesn’t solve the problem you thought it would, then it’s a bad fit. Abandon it without guilt. But if it feels difficult simply because it’s new, that’s often a sign you should push through. Focus on making it as easy as possible to start. A “2-minute rule” can help: just do the first two minutes of the habit (e.g., just open your calendar for the weekly review). Often, starting is the hardest part.
My company or team isn’t paperless. How can I maintain my own system?
Focus on what you can control. You can’t change your entire organization’s workflow, but you can manage your personal “interface” with it. When someone hands you a document, your process remains the same: it goes into your physical inbox to be scanned and processed later. When you attend a meeting, take notes on your laptop or tablet instead of a paper pad. You can be a bridge between the paper-based world and your own digital system. The key is to have a reliable process for converting any physical input into a digital asset as quickly as possible so that it can be integrated into your workflow.
