As noted in my previous posting, Screen Space, I started observing which of my habits were resulting in the production of paper. Just to recap, one of the main reasons I still produce paper is because I often don’t have adequate screen space to view the quantity of documents with which I need to work. Another main reason for paper production has to do with the availability of devices (smartphones, tablets, computers, etc.) that also have the right access to the organization’s network.
I often work on contract, which means I usually don’t have access to the company’s network through my smartphone or laptop, unless I happen to be using devices provided by the organization. This means if I attend meetings, I must print out any necessary materials if I want to view them. Additionally, other attendees in the same position must also bring printouts in order to follow along. Notes must be taken on paper, unless I use one of my personal devices, which I’m against doing unless the company has a BYOD policy, or it’s absolutely necessary.
I remember having a discussion with a user once about conducting paperless meetings. The user kept insisting it couldn’t happen and explained how useful it was during presentations to have a printout of the PowerPoint slides in front of him while viewing them on the projector screen. He explained that the printouts enabled him to look at whatever slides he wanted, independent of the presenter’s speed. This was instrumental, he said, if somebody needed to go back and look at something again. Even though this particular user had a smartphone and seemed to be of above average intelligence, he couldn’t fathom the idea of conducting, or attending, a paperless meeting.
Of course it is possible to follow along with an electronic version provided the user has a tablet, smartphone or laptop with access to the presentation. But what’s not so evident is if the user will be able to take notes on the electronic version the same way as if it was a printout. I recently downloaded an app on my tablet where I do have this capability, but I wonder if it is something considered in the workplace when planning out paper-free or paper-lite initiatives.
Perhaps if options to view documents electronically in any situation and to take notes on the documents were readily available, users wouldn’t feel so inclined to make printouts for meetings or other uses. In order to transform users from paper-based habits to more digital ones, the right tools, access, and options must exist to facilitate the change. I think the transformation process is larger than just equipping everybody with a computer, laptop, tablet and smartphone. People have deeply ingrained habits around using paper that can only be addressed by understanding the triggers for these habits and offering alternative options.