Tag Archives: hard copy

Hypothetical…

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Let me ask you a hypothetical question… Let’s assume for a moment that you are hosting an event for somewhere between 50 and 75 of your closest friends. An absolutely unavoidable part of that event is providing those people with between 300-400 pages of information, some of which changes on a daily basis.

Knowing no other information than what was provided, would you rather:

A) Get all 300-400 pages in hard copy, knowing that some of the information contained therein is already two versions out of date.

B) Get 100 pages of hard copy that’s pretty much set in stone and a link to the additional 200-300 pages that is updated daily/weekly.

C) Get a link to all 300-400 pages of information so you can access it electronically, because this is the 21st century and who wants to lug around 400 pages worth of binder all day.

D) Neither. Timely and accurate delivery of information has no place in the contemporary decision-making environment.

Take your time. Your answer won’t be graded, but it’s very possible I’ll judge you based on your answer.

Dull roar…

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The dull roar of the shredder was my companion today. The previous occupant of my desk was apparently something of an old school bureaucrat; bound and determined to maintain hard copies of just about everything – emails, briefing slides, memos, checklists, and all manner of ephemera that go along with spending your life in service to Uncle’s great green machine. The reason I know this is that since I moved in a full file drawer and approximately twenty three-ring binders have been keeping me company here at my desk.

For the last six months I’ve been bound and determined that I wasn’t going to fall into the trap of picking up that mess just because I happen to be here now and he happens to be long gone. That makes about as much sense as going to the dog park and picking up after someone else’s dog. Sure, you can do it, but why would you?

Today, I hit the point of exhaustion – or maybe the point of exasperation – with needing to shuffle around that long forgotten paperwork to get to things I actually need for myself. I attacked the monument to bureaucracy with gusto and was soon rewarded with easily 2000 pages of documentation whose ultimate fate was shredding and ignoble recycling into consumer paper products. Call me crazy but chance of my being called on to produce a 5 year old email addressed to someone else about a project that has been closed out for 4 years seems to be slight at best. It’s almost as if we’d have all been better off if no one had hit “print” in the first place.

And that brings me to my point – I hate paper documents. I avoid them at all costs. When they show up uninvited at my home the first thing that happens is they get transformed into a beautiful PDF, get a searchable name, and then go into the archive for use in the future if it turns out that they’re ever really needed at all. As often as not, that’s the last time human eyes will ever look upon those particular electrons. It’s an approach that’s served me well at home for almost a decade now – virtually making the one lone file cabinet I own obsolete. Now if I could just convince the office that fully digitized documents are better for everyone…

I’m not holding my breath on having any ability to urge the behemoth to step into the twilight of the 20th century so the shredder’s dull roar will likely be my near-constant companion for the next two decades.

Hard copy…

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With very few exceptions, all of our documents live on one of several network drives available to every employee in the building. I theory that means if ask where something is, I should be able to say “it’s on the Q-drive in the folder titled Big Expensive Project.” Thus armed, a reasonable person could be expected to go forth and find the file they need. Of course our people aren’t necessarily reasonable… and the concept of a networked drive Dot Matrix.jpgmight as well be a blueprint for a time machine.

I’ve been using a tablet to tote all of my paperwork for the better part of the last year. It’s great. I make changes in a meeting, at my desk, or sitting on the can and whatever I’m working on propagates through the network to my laptop, my desktop, and even my phone. With the exception of a very few things that require, for some inexplicable reason, a manual signature, I don’t need paper. And I don’t want it. Paper is going to get lost. My electronic files are going to get backed up once an hour and then stored off site at the end of the day.

You can, perhaps, understand my level of frustration when an employee, let’s call him Mr. Turtle, comes to me with a hand illustrated packet that explains one of the new concepts we want to put in place. Seriously. He had hand drawn graphs and had cut sections out of other documents with scissors and taped them into his “presentation.” Literally. Cut. And. Paste. I’m a pretty smart guy, but I have no idea where to even start dealing with that level of ineptitude from a long-serving “professional” member of the staff.

It’s possible that I’m going to have to pummel the next person who comes to me wanting hard copy of something with a ream of 11×17 paper to drive home the point that this isn’t 1870. Everybody doesn’t need a dead tree edition of everything. Actually, almost no one needs a hard copy of anything any more. Of course that would mean that they’d have to figure out how to use the glowing box on their desk for more than a place to stick Post-It notes.

Editorial Note: This is part of a continuing series of previously unattributed posts appearing on http://www.jeffreytharp.com for the first time. This post has been time stamped to correspond to its original publication date.