2020 is finally coming to an end! And while most of us are looking forward to seeing what comes next, it’s important that we look back and tie any loose ends before we start afresh. Here’s how to use PDFpen to get organized and set yourself up for success in 2021.
Create an end-of-the-year checklist
Many of us use checklists for traveling, but few of us have end-of-the-year-checklists, i.e., a list of tasks, not necessarily work-related, that we want to complete before the end of the year. Blogger Christopher J. Harris suggests we create one. His hypothetical list includes items such as:
- Clean out your email inbox
- Declutter your office
- Get your bills organized
- Make sure your tax and financial details are together
Get organized with help from PDFpen
Aside from cleaning out your email inbox—which we teach you how to do in The Mindset and System You Need for Achieving Inbox Zero—PDFpen can help with all of the items above. Here’s how.
Declutter your office
What creates the most clutter in offices? Paper. One of the best things you can do to declutter your office at the end of the year is to assess which papers need to be kept and which can be discarded. For papers that need to be kept, consider whether you need a physical copy or if you can digitize them.
Digital documents are less vulnerable to damage and take up zero physical space. By digitizing your files, you can potentially get rid of all your file cabinets. Best of all, digital documents come to life and become even more useful than print documents when you perform optical character recognition (OCR) on them. Once you’ve “OCR’ed” a PDF, you can search, copy, and edit the text.
PDFpen not only saves documents as PDFs but also in PDF/A, which is the standard archiving format. Save a document in PDF/A to ensure it can be reproduced the same way ten, twenty, and even a hundred years from now—either on software you know or one that does not exist yet.
Once you digitize a document, you can save it to a cloud storage service such as iCloud Drive or Google Drive for added protection against loss.
Organize your documents
Certain bills and receipts need to be stored in the same place so you can reference them in the future. There are two ways you can do that with PDFpen.
Combining PDFs can mean merging two PDF files together, or extracting pages from one PDF file and adding them to another. To do either is just a matter of dragging and dropping thumbnails from the sidebar—see How to Combine PDF Files and Extract Pages from a PDF. Combining PDF files can be a good way to store related information into a single document that functions as a “dossier.”
Create a PDF portfolio
A PDF portfolio allows you to group related documents while keeping them separate. Although on the outside a PDF portfolio looks like a single PDF file, it’s actually a repository of files. Open it up and you’ll see files of different formats, potentially in folders. This is an excellent way to collect and store information about a particular person or project. PDF portfolios can be shared as they are and viewed by most PDF readers—see How to Create a PDF Portfolio.
Start 2021 on the right foot
2021 might be your best year yet. Start off on the right foot by getting yourself organized before the new year begins. Take the time to assess, and either discard or digitize your paper documents, then organize them using PDFpen. We look forward to seeing what you accomplish in 2021!
There’s still time to get organized. Download a free trial of PDFpen.