A messy desk is said to be an indicator of a messy mind and one of the best things you can do to clear out some of that unsightly clutter is to get rid of as many of those dead trees as possible. Printed documents, user manuals and notepads aren’t as necessary anymore in the modern paperless office. And your Apple iPhone can help.
There are all sorts of tools for a paperless office, but some of the best tools are completely digital in nature rather than being physical products. They’re called apps. Perhaps you’ve heard of them. And you can leverage these iPhone apps to minimize all of that paper you have floating around at work, clearing your mind and your desk for more important things.
It used to be the case that you had to print a document and visit the other party in person in order to get a signature. Maybe you paid for some registered mail or your company accepted a faxed version. Step into the 21st century and get the CudaSign app on your iPhone instead. It lets you get signatures right on the touchscreen of your iDevice with no pen needed. Just use your finger and it’ll work with any PDF, Word or rich text document, including those you have stored in Dropbox or in your email inbox. It’ll even capture photo IDs to further validate signatures.
By now, just about everyone has heard of Evernote and how great the all-encompassing note-taking and note-keeping iPhone app can provide the paperless office experience you desire. A tangentially-related and almost equally-valuable app is Evernote Scannable, understandably released also by Evernote. In effect, it transforms your smartphone into a portable scanner, easily capturing (and sharing) documents, business cards, receipts and even whiteboards. It’ll rotate and crop images for optimal legibility, plus it can pull contact information from business cards to enter directly into your contact list.
Do you know the only thing worse than wasting your time with meaningless meetings? Wasting your time at these meetings, coming back with a stack of notes, agendas and action points, and then wasting your time re-entering all that text back into your digital workflow. Skip all that with Minute for iPhone. Promising “paperless meetings the easy way,” Minute turns agenda appointments into meetings, invites attendees, empowers users to collaborate on notes, exports items to your silo of choice and more.
As convenient as email has become, particularly in how it has practically eliminated the printed office memo (please don’t keep the massive CC train going), it’s still inherently limited. Most email clients limit the size of attachments. To counteract that, consider adding Send Anywhere to the mix. It’s the easiest way for you to send any file type of unlimited size for free. You can use the 1-to-1 transfer to send to just one person or the 48-hour link to share with an unlimited group of people for two days.
Digital conversations, like emails and instant messenger chats, can be easily backed up and referred to on an as-needed basis. That’s not the case with regular old voice calls on the telephone, so you might end up taking some incoherent scribbled notes on a scrap piece of paper that gets lost in the desk clutter. A better option is TapeACall Pro, a $9.99 iPhone app that allows for unlimited recordings of your incoming and outgoing calls. Easily download these recordings to your computer and listen to them for reference, perhaps jotting down some key points into your CRM, calendar, or whatever other platforms you use for information management.
Image credit: Marcin Wichary / Flickr