This blog post was sponsored by Adobe Document Cloud.
I know in my gut that business travel is what drives the paper industry’s profitability. Every step you take ends up producing a receipt, business card, or some important note scribbled on a napkin, in the hope it will become the Next Big Thing. Then you’re supposed to sort out this massive pile of former trees and report it. Yeah, right. Sorting expense report receipts is really high on everyone’s list of “most favorite task, ever.”
Though I often consider smartphones to be drains on productivity, taming the travel paper flow is one place they really shine. I love using “scanning apps”, like Adobe Scan to keep my travel paperwork completely sorted out from the start.
Adobe Scan takes a picture of a document, lets you crop it, and turns it into a fully searchable and editable PDF. You can organize several scans into one PDF document, and organize the PDFs into folders.
Use Scanning to Manage Your Receipts
Save your receipts throughout the day. When you get a receipt, jot down on the receipt what it was for, who you were with, and so on (which you need to do anyway). When you return to your room at the end of the day, you’ll get out all your saved receipts and super quickly deal with them once and for all.
Make a summary page. Total up the receipts into categories—how much you spent on food, how much on transportation, etc. Grab a blank piece of paper, write the date, and the summary of the categories.
Then open your scanning app, and snap a quick scan of the cover sheet with the totals, followed by the receipts. Your app will detect the pages, correct for perspective, and save it all in a PDF document. Include today’s date in the filename.
Voila! You now have a single PDF with today’s receipts already scanned and totaled, with the details noted on each receipt. If you have to fill out a separate expense report later, you’ve already done the totaling by category, and each PDF separates out a separate day. You don’t need to wait until the end of the day to scan your receipts. You can add each new receipt to your existing PDF, and then create your cover page at the end of the day and add it to the start of your file.
Adobe Scan’s optical character recognition makes your PDF searchable by any text mentioned on the receipts. This is a huge plus that you’ll appreciate later. When you need to go directly to an expense, just search for the name of the company on the receipt, and it will pop right up.
Organize by expense category. Depending on your reporting requirements, rather than organizing your scans by date, you might put all the receipts of one type into the same PDF. For example, you might want all your transportation receipts in one document, and all your meal receipts in another.
In this case, the easiest course of action is to sort your receipts as you get them, and save them up to scan them all at once. At the end of your trip, create a cover sheet with each category and its totals, and scan the cover sheet and all the receipts in that category.
Since you’re often in unfamiliar territory—a conference center, hotel, or corporate campus—you need to know how to get around. When you spot a map of the facility, scan it. Often the facility maps are on a wall, or printed in a book that’s inconvenient to carry around. But the filtering included in a scanning app can often give you a good-quality map even if you snap it off the hotel wall or out of a conference book.
Use Scanning for Conference Notes and Directions
You’re often traveling for meetings or learning. Doing a good job means having real engagement, with your attention focused on what’s going on around you, not on wrestling with your technology. If you take notes you’ll learn the material farbetter taking notes by hand on paper. You can keep more of your attention on whoever’s speaking, and you engage more of your brain in learning and participating. So do that! Take your notes on paper. At the top of each sheet, write a few keywords so you can glance at the top of the sheet and know what’s on it.
At the end of a session, scan your notes into a single PDF for the session. You can then pull the scanned sheets into Acrobat to annotate it as needed, adding circles, arrows, highlights, and anything else that will help pull your attention to the most important areas.
If you aren’t using a scanning app to organize your paper flow as you travel, grab one now. Tame your receipts and your business cards, so you can spend more time on substance, and less on administrivia.