How hard is it?

[Tim Ferguson]

Ok, I am finally trying to go paperless, but having a very hard time to justify it. My folders are usually between 1 to 1.5 inches thick. I just do not see spending the extra time, scanning, converting to PDF, and so on. As we all know time is money. So what is the best way. I am looking forward to Brian class next month in Phi. PA, but have been trying to get a start on it.

[Fred]

I have a file for each assignment. The pics are in the file so no need to save them separately. I use my phone to do the field work with pocket total. It has a digital camera(2mp) but the quality is just not good enough for me so I carry a Casio Exilim camera. I print to pdf and back up all my files to a 100g external hard drive. I use a Stanley Fatmax laser tape. It is the SINGLE most time saving tool I have ever used. I am completely digital. I have dual monitors. Cut and paste from data sources to wintotal with button on my keyboard. Windows xp can handle 2 monitors with no additional software if you have a video card with 2 outputs. Any questions let me know.

[Mark Lindsay]

I have to endorse Kat and Ed's processes. Always start your work file digitally - mine is a bit different. I make a "1 month" work folder and put all items in it. As an Alamode user - I can go into that work folder and pluck all the items I saved in there as PDFs for a specific job - my filing convention is much like Ed's - a street address or similar file name.

1 Willow data - basic research
1 Willow contract
1 Willow comps (the final comps used in the reports with my notes)
1 Willow charts (Excel sheets and graphs used in analysis)
1 Willow maps (again PDFs of anything else)

You get the idea. THEN when I have finished the report - I add all of 1 Willow's files to the digital work file in Alamode. I back up Alamode but also the 1 month folder.

What you find is that when you get assignments with similar issues - you typically have a lot of research from another assignment that you can build off of - ready to go from your work files and easy to save and use in the next report.

The only item I have not conquered are architectural drawings due to their size.

[Mark Wilson]

I have a different digital work file for every report. Everything that is not already in pdf format is scanned and placed as a pdf into the work file. This process does take a little of time, but in the long run it is saving paper, ink and storage space, which = $$.

Likewise, I have Alamode and take full advantage of what the software has to offer. I have just figured out how to upload new comps to the comps data base via MLS. As far as photos, everytime I go out to take comp and/or listing photos and I see other listings (i.e., FSBO's and/or MLS listing) I go ahead and get those photos also and add those to my listing data base, every bit helps. And the double monitors are a big help in sorting files. I use Alamode Vault and I also have an external hard drive that I backup my files to.

The architectural blue prints you can have them shrunk down to whatever size you require, if you have a place that has copiers that can handle blueprints.

[Tim Ferguson]

Update!! Almost two month now, working on being paperless and all I have to say is where has it been for the last 20 years. I have cut down from a case and half of legal a month to about 3 reams. I went to dual monitors, purchased a document feed scanner off of ebay for $25.00, purchase a few extra programs that Brain recommended and I love it! My folders have gone from 1 to 2 inches thick to about 3 to 5 pages thick. Use to be a month would take up at least file cabinet draw. Now I can not get the folders to stand up, cause it is not enough for the slider thing in the file cabinet to hold. I would highly recommend it. The main thing is to stick with it and you would be amaze! Thanks to Brian and everyone else who gave me some great ideas on getting started.

[John Peck]

Interesting thread/discussion. I have been "quasi paperless" for the get go thanks to my mentor.....disto, pocket pc, dual monitors. the vault, and carbonite. Lately, I have purchased a Tablet PC. It came with Micosoft's One Note software. Talk about creating and organizing a work file!!! One Note can also be configured as your default printer where documents from the web, Outlook, etc...can be easily placed and organized!!!!

I am now using DaVinci for the Tablet. Learing curve here for sure, as with anything with Wintotal!!! I miss the Pocket PC's ability to synch with the desk top. I want my tablet to synch with the desk top. Any suggestions?

[Brian Davis]

John -

Have you checked out https://www.mesh.com/welcome/default.aspx

This is the Microsoft replacement for FolderShare that I've talked about in my Paperless Office seminars for a la mode.

[John Peck]

Interesting site. I have downloaded it and am now playing with it. As with many Microsoft products the help functions are something to be desired IMHO. Thanks Brian!!

[Brian Davis]

John -
Live Mesh is one of those applications that takes a "bit" of learning and set-up . . . but after that it's super-simple to use. The reason? It all happens behind the scene over the Internet.

I've included a YouTube video that demonstrates some of the capabilities of Live Mesh. It's a young guy with a British accent that links with his Mum and Grand-Mum (wink) but it will give you an idea of how it works.

In MY case . . . I've got Live Mesh shared folders between my home and office, and my tablet PCs and the offices. Whenever there's a new file added to a shared folder . . .it's automaticlally synch'd with my ofther computers in my Mesh.

Brian J. Davis
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[Tim Ferguson]

Well I have been following my own thread now and just wanted to give an update, mainly to Brian, since he inspired me to do this. I am averaging roughly 600.00 to 700.00 a month on savings since going paperless. I even have money in the company savings account for a change. I am doing away with all desktops and using laptops and waiting for alamode softeware for the iphone. My office manager runs the office remote from her house, ported the office # to a cell and everything else is ran throught the internet. Now I am going to look into the live mesh and play with that. Again thanks Brian.

[Brian Davis]

Tim - WOW! Fantastic story! Back in my "print everything" days . . .I used to constantly be making trips to the office supply store for cases of paper, ink and toner. NOW . . I hate it when I even have to buy even a single 500-pack of paper!

I'm sure it would be interesting for many to learn how your Office Manager is staying connected with you in a remote connection.

You mentioned porting your office tel. # to your cell phone. I did that earlier this year to my iPhone. For a 1-Person Office - that's a great tip. Now all of my contacts, voicemail, and calls are handled by a single phone.

[Tim Ferguson]

Porting the office number was a winner for me. My phone bill was $250.00 a month, now it is $100.00. I use the Magic Jack when I am in the office, which is 19.99 a year and that works fine. But most everything is over the internet. Most of my clients know I use MSN Messenger and they get in touch with me that way. Well what actual clients I have now. Not counting the AMC. I use my iphone for just about everything else. But the great part, is now since I am busy, I have extra cash and I still look at ways of cutting cost. I just downloaded Live Mesh and I think that is going to be a new addition to my paperless office. I like it so far and thanks again.