Paper trails can be a nightmare even when you’re a virtual assistant.  Here are some tips to help manage your paper trail system and keep it down to a minimum.

1. When regular mail (USPS mail) comes in, open it immediately discarding the outer envelope (unless you need to save for proof of postmark date) and inner filler things you don’t need.  Scan the important page(s) to your computer into a folder called incoming mail (unsorted).
2. Get an electronic fax instead of using a paper fax machine.  All your documents will then be delivered to you in electronic format (usually pdf).  If you must use a paper fax, print on both sides of the paper before shredding after use.
3. Clients that require paper invoices (I don’t have any, but I’ve heard they’re out there)–ONLY print as many copies as they require.  Keep the electronic version for yourself, not a paper copy.
4. Suggest to your clients that seem overwhelmed by paper to go paperless by scanning all their business documents and storing them on an external hard driver or an extra computer in their house that can act as the backup database.
5. Make sure you backup all of your electronic files to a backup drive (or CD/DVD) at least once a month, preferably every week.
6. If you keep a paper calendar (as I suggest often) in addition to an electronic calendar, try to get one that is in a binder/folder so the pages are confined and tidy.  Instead of throwing them away once the dates have passed, trying using any blank sides of the calendar pages to scratch down notes from phone conversations or to do lists for the day.
7. Make your grocery list using a Word or Excel document–there are some free templates on Microsoft’s site for this.  If you have a smart phone, you can upload the list and never print it out.
8. Scan in all of your child’s papers he/she brings home from school.  This way you can keep them forever without having to find physical space to store them.  No more being torn between wanting to keep a paper and having space limitations!

Be productive and be paperless!

Keep moving toward success.

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