When considering how to be the most productive, digital vs. paper is a key decision. We have lists to make and review, ideas to sketch out, notes to take, and information to keep track of – all of which can be done through digital, paper, or some combination of means. This is something I’ve continued to struggle with over the years, but I feel like I’ve finally hit on what works for me.
First, it’s important to point out that there advantages and disadvantages for choosing one approach over the other. Paper equals simplicity. Nothing is quicker or less obtrusive than jotting down a quick note in a notebook. You can select from a range of different size notebooks, writing tools, and products. Paper is great for quickly capturing ideas, sketching, and processing information in a number of ways. This format also has a number of limitations. When you have a number of different projects and meetings, it can be very difficult to keep things organized. It’s also very tedious trying to find a particular note among a number of different notebooks, pages, and sections.
You can also use a range of digital tools to capture and process ideas. From robust, full-featured note-taking and data processing/organization applications like OneNote and Evernote that work on multiple platforms (Windows, Mac OS, IOS, Android) to more single purpose tools like OmniOutliner, Padlet, or MindMeister, one can easily find a digital processing tool to fit a particular need. Digital tools provide a number of advantages. First, it can be easy to lose a notebook. I know I’ve lost several. When this happens, you are completely out of luck. With digital tools, they are often automatically backed up to the cloud. So, not only can you recover them, you can access many of them from any Internet-connected device. Searching for specific notes or information is also much easier with digital capture tools. You can incorporate any type of digital content and also share your ideas much more easily than with paper.
The trick, I think, is to find the right balance for you between the “naturalness” of pen and paper with the utility of digital tools. After much searching, I believe I’ve found what works for me. For quick notes (e.g., when someone shares a Web address with me over lunch, I jot it down in my David Allen Notetaker Wallet) or to plan out specific tasks for a day (see the post on the Emergent Task Planner) I prefer paper. This is the quickest, and least obtrusive way for me to capture this info. For all my note-taking, I’ve migrated to OneNote. This is the easiest way for me to gather everything in one place, access it on all my devices, and easily search across all my notebooks. For a discussion of how I use OneNote, check this post. It’s not a flawless or totally consistent system, but it seems to help me get things done.
This is what’s working for me. It may not work for you in the same way. I think the key is to choose deliberately, based on the tool’s affordances and constraints. What are the key tools in your workflow in managing all the stuff in your daily life?