Google has a fantastic suite of tools to help you go paperless. In this article, we'll cover which tools you can use today to get started on your journey to going paperless.
Keep your PDFs, pictures, word documents, spreadsheets and more on your cloud-based drive. By default, Google Drive offers 15 gigabytes of storage for free but you can upgrade to 2 terabytes (2,000 gigabytes!) for as little as $9.99 per month.
One of the first things you'll need to determine before getting started is your folder structure. For example, you may want to create folders for every year you want to archive. Inside of each folder, create another 12 folders to represent each month of the year. From there you can organize each of your documents by category with more folders. It may sound like a lot of work upfront but in the long run, having a folder structure that works for you will save you a ton of time and headache.
Once you've determined your folder structure, its time to start scanning and uploading all of your pertinent documents to Google Drive. You no longer need to carry physical copies around to your meetings. Now you can pull out a laptop, tablet or mobile phone and have access to all your documents instantly.
Do you keep your appointments in a paper calendar? Does your paper calendar let you invite people and send them reminders when the meeting gets closer? Can you change the meeting location using Google Maps and inform all people involved? If the answer is no to any of those questions, you need to try using Google Calendar.
In Calendar, it’s easy to schedule one-time events, such as showings, as well as recurring events, such as weekly meetings. You can easily RSVP to an invitation, you can let everyone know if you’re attending with a single click. How many phone calls, emails, texts and time can you save by getting rid of that old calendar and upgrading it with a digital calendar? Best of all, Google Calendar can be accessed on your computer and on your phone by downloading Google apps or simply integrating it with Apple or Android's native calendar apps.
Organize your thoughts, todos, images, audio files and more in a single place. Google Keep is a free tool that syncs with other Google Suite apps and utilities like Google Drive and Gmail.
One of the best features of Google Keep is the note-taking functionality. Instead of having hundreds of post-its all around, you can store all of them digitally on the cloud in the following ways:
- "Old-fashioned" typing on your keyboard
- Write using a stylus if supported by your device
- Speech-to-text entry
- Photo text to digital text
These 3 tools from Google can help you start going paperless and upgrade your daily workflow to increase efficiency.
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