Digital or Paper Planning: Which is Best for You?

By Bob Sadowski, APR, Public Relations & Social Media Manager, ACCO Brands

“Many people see technology as the problem behind the so-called digital divide. Others see it as the solution. Technology is neither. It must operate in conjunction with business, economic, political and social system.”

This is how former HP CEO Carly Fiorina looked at technology, and I think it’s safe to say that the same can be said about planning. Is technology the best platform for keeping calendars and notes, or is a paper system your best bet? Like Carly said, it’s neither. Certainly, all of us have a preference or system of planning and organizing that works for you. In fact, many people who say they are completely digital in these respects may not realize that written notes, reminders and to-do lists place them in the “paper” category as well. We call this a hybrid. What is unique and advantageous about a paper/electronic organization and planning approach is you get the best of both worlds while avoiding the pitfalls associated with either of the mediums. For example, electronic planning using a system like Outlook, Gmail, Yahoo! Mail or the like gives you instantaneous access and updates via digital delivery. Since a good portion of your daily planning tends to revolve around email and the information/news delivered by these messages, immediate updates that affect your calendar and to-do lists are vital. Another example is the big picture that a paper planning system gives you. Accessible at any time—including in “dead spots” where electronic devices are all but useless—you can easily access your calendar, to-do list, notes from meetings and conversations, and so much more. Unless you have a photographic memory, a paper planner is a must for comprehensive information retention. There are several steps and actions you can take to make this hybrid approach work for you. Here are some tips that will get you moving in the right direction:

Maintain two lists. This may seem counterproductive, as we’re usually stressing conciseness and consolidation of tasks, but with two mediums, two lists are needed. The first will be your “master task list” on Outlook or your system of choice; the second is your daily “to-do” list which is maintained in your planner.

Provide instructions with your tasks. Each task needs to be properly labeled, categorized and have a deadline attached to it.

At the start of each day, create your daily to-do list using the information from your electronic system. But don’t overbook yourself—choose only 3-5 tasks that must get done during the day, and 3-5 that would be nice to complete but are not critical.

Prioritize your to-do list. This is where the above information like deadlines and categories (i.e., work, home, family, projects) come into play.

Finalize your day’s to-do list and put it on paper. That list in your planner then becomes your roadmap for the rest of the day.

Following these steps in this hybrid approach will help ensure you’ll be armed with all the planning tools and information you need to lead a productive day. Do you already use a hybrid system? What type(s) of solutions do you have on balancing your electronic system and paper planner? Visit and “like” our Facebook page at www.facebook.com/ataglance and share your thoughts and ideas.