Paper Planner vs Digital Planner vs Google Calendar: What's Best?
Your time is the most precious resource in the world, and how you spend it matters a whole lot — Whether you have a business, a boss, a kid, a partner, or not.
Every day is filled with different responsibilities and tasks whether you expect them or not. It’s also so important to make space to create, rest, and experience joy.
Hence the need for a good tool to help you organize your time and tasks!
The world agrees–the planning market size is estimated to be worth US $1020 million in 2021 (1) and the productivity technology industry is estimated to reach US $9.27 billion in 2022 (2).
Finding the right tool to help you effectively accomplish everything you need so you can live the life you want is important.
Unfortunately finding which one works best for you–your unique life, mind, body, and soul is the challenge.
This article will give you everything you need to know about paper planning, digital planners, and digital calendars like Google Calendar so you can make the best decision for your own life.
What is a paper planner? A digital planner? A digital calendar like Google Calendar?
Paper planner
A paper planner is a tangible place for you to physically write down your plans, goals, and to-do lists. There are a million different paper planners out there. They come in all different sizes, shapes, styles, and types of content.
Digital planner
A digital planner is a digital version of a paper planner. They’re usually interactive PDFs that can be written on using a tablet or device. Again, tons of different digital planners out there.
Digital calendar
A digital calendar is a sort of subset of digital planners. However, the difference is you’re directly planning and keeping track of your to-do’s in your digital calendar. There are a few main digital calendar tools out there, including the massively popular Google Calendar.
The pros and cons of a paper planner
Pros of a paper planner
Tech and screen-free. You don’t need any tech know-how or additional time on your screen. Simply open up the planner, pick up your pen, and write.
Range of customization. Some planners, like bullet journaling, are essentially blank pages for you to completely make yours. Other paper planners don’t allow for much customization, so you’ll want to make so the content works for your life.
Creativity. If you love to be creative and artistic, using a customizable paper planner may be a creative outlet and a great way to use beautiful pens, tape, stickers, and more.
Better memory. Writing things by hand (versus typing) improves memory and learning (3).
Strong dopamine hit. When you physically cross off a completed task on paper, it feels really good (4)! It may just be stronger than crossing things off in your digital planner because it’s somatic.
Keepsake. A tangible way to celebrate your progress, look back at how you spent your time and reflect on the kind of person you were at the time.
Cons of a paper planner
Inconvenience. A planner is an additional item to remember to bring and carry around with you, which you have to do if you want it to be effective. It means you also need to carry a pen and other stationary tools if you use them. It can also be bulky if you like to separate work and life into two planners, plus journals and other books.
Lack of reminders. You’ll be responsible for regularly checking your paper planner throughout each day to make sure you are doing what you planned to do. Reminders are really important for people with “time blindness”, often folks who are super busy or are neurodivergent.
Not collaborative. Paper planners can’t be integrated into company workflows and other apps or shared with others you need to communicate your plans to.
Range of customization. As much as it is a pro, it’s also a con. If you buy a planner designed by someone else, the content or vibe might not work for you.
Time-consuming. It takes a lot of time to make a paper planner look nice to you, find the information you need, and migrate information across months or years.
Un-editable. It’s difficult to correct mistakes that will inevitably happen. Especially if you’re using pen or markers.
Expensive. You need to buy a new planner each year (or quarter depending on the planner). And quality planners and stationery cost a decent bit of money.
Not eco-friendly. Paper is made from trees, and pens and markers are plastic. And you have to buy a new one each year (or quarter).
Damage-able. If you lose your planner or it gets damaged, there is no backup. Some pens and highlights can ghost or bleed ruining pages.
All your paper planners collecting
dust too? It’s time to try something new.
Learn more about Digital Calendars For Humans now.
The pros and cons of a digital planner
Pros of a digital planner
Range of customization. You can create, design, and even sell your own digital planning tool so it meets all of your unique needs.
Save money & the earth. Digital planners are either free or come at a one-time cost, and there is no need to replace a digital planner.
Highly editable. It’s super easy to fix mistakes, edit details, and reschedule things as life comes up.
Efficiency. Once you have a page set up that works you can just copy and paste it within minutes to reuse each week/month. It’s also easy to find information using hyperlinks and search features, as well as migrating information.
Backed up. A digital planner is often backed up and saved on the interwebs.
Aesthetic for the less creative. If you don’t like handwriting (or your handwriting), you can pick really pretty fonts. You can also add aesthetic details like colors, themes, and digital stickers.
Shareable. You can easily share your plans with other people.
Mobile. You can access your planner whenever you have your phone or another device on you. If you like to use separate planners for work and personal it is so easy to have both on your device.
Cons of a digital planner
Tech requirements. Need an electronic device. Often for digital planners, you’ll want to use a tablet with a digital writing tool.
Can be expensive if you don’t already have a device (most used is a tablet and stylus). Also, most people selling digital planners have a no-return or refund policy.
Learning curve. If you aren’t familiar with the tech, app, or program behind your digital planner, there will be some time spent learning it. Also, writing with a stylus can take some practice.
Distractible. Can be easy to get distracted when on a device with social media, emails, and other apps.
Battery. If your device isn’t charged, you can’t access your planner.
Wifi. Depending on the technology, you might need wifi to access, edit, or use your planner.
Screen time. It’s adding to your daily screen time which can affect your physical and mental health.
Technical issues. If you are not a fan of tech, digital planners can feel like a challenge. For example, you’ll want to make sure the devices you use (if you have more than one), you’ll want to synchronize them or things might fall through the cracks. You’ll also need to update apps/tech and back up your files.
Privacy. Personal details, plans, goals, and schedules may be vulnerable to data breaches.
The pros and cons of a digital calendar
Pros of a digital calendar
Time awareness. Writing out a plan or to-do list is good, but we often add too much to our plate because we aren’t estimating how long things will take us. A digital calendar will help you plan and create to-do lists more realistically because you’re attaching a time container to it.
Accountability. You can use your digital calendar to hold you accountable and strengthen your follow-through muscles.
Some customization. You can customize your digital calendar in terms of colors, event names, and views. There are also many features and settings that make your digital calendar feel more custom.
Collaborative. Not only is it shareable across your devices and with others, but you can also collaborate with family members, team members, or clients on your schedule or appointments.
Increased focus. You can use your digital calendar to block off time (either for yourself or for your team) to focus on priority tasks without interruption.
Save money & the earth. Digital calendars can be free if you’re using the calendar that comes with your email address (there are some that cost money out there… an article on this coming soon). There’s also no need to replace a digital calendar, you just keep using it! While devices are using earth’s resources, you most likely already have a phone and computer.
Highly editable. It’s super easy to edit details, reschedule things as life comes up, and fix mistakes without leaving a mess behind.
Efficiency. Once you have a schedule that works or an event that regularly happens, you simply repeat it. You can also add useful attachments and links to elevate scheduled events.
Backed up. A digital calendar is backed up and saved on the interwebs without thinking about it.
Mobile. You can access your digital calendar whenever you have your phone or another device on you. If you like to use separate planners for work and life it is so easy to have both on your device.
Reminders. Setting up alerts and reminders for important events will help you stay on track and worry less if you’re late or you over-scheduled yourself.
Already using it. You’re most likely already using your digital calendar for some events whether your clients or appointments with others.
Views. You can see your time from a day, week, month, and year allowing you to see a lot much further ahead into the future. Additionally, you can add everything into your calendar for your work and your life in one place but toggle on and off the calendars.
Cons of a digital calendar
Tech requirements. You’ll need an electronic device and an email address to access a free digital calendar. You can use a computer or phone.
Can be expensive if you don’t already have a device (the most used device is a computer).
Distractible. Can be easy to get distracted when on a device with social media, emails, and other apps.
Battery. If your device isn’t charged, you can’t access your planner.
Wifi. Depending on the technology, you might need wifi to access, edit, or use your planner.
Screen time. It’s adding to your daily screen time which can affect your physical and mental health.
Technical issues. If you are not a fan of tech, digital calendars might feel like a challenge. For example, you’ll want to make sure the devices you use (if you have more than one), you’ll want to synchronize them or things might fall through the cracks.
Privacy. Personal details, plans, goals, and schedules may be vulnerable to data breaches.
Which one will work best for me?
There is no right or wrong answer when it comes to deciding if a paper planner, digital planner, or digital calendar is best. Instead, it’s all about which will work best for YOU–your unique life, mind, body, and soul.
My recommendation is to pick the 3 most important things for you, read over the pros and cons, then pick ONE place that you believe will help you easily stay organized and accomplish your tasks and goals.
For example, the most important things for me are reminders, editability, and being realistic with my plans. Going back through the pros and cons, the digital calendar checks off all of these.
You can, however, find a way to collaborate with both paper and digital planning as long as you’ve chosen one central place to store things. If you use both, it will be entirely too time-consuming and won’t make you feel more organized.
Personally, I regularly journal so I’ll use paper to mind map projects and write lists when I’m particularly overwhelmed. Aside from that, I use my digital calendar for everything and recommend it to everyone no matter who they are or what they.
I no longer operate from a to-do list, which 5 years ago me would’ve laughed at. 🤣
What type of planner is your favorite? Feel free to leave any thoughts, realizations, and next steps in the comments below!
Use your Digital Calendar like a human being. Start living the life you want.
Buy Digital Calendars For Humans now.
Sources
https://proficientmarketinsights.com/global-diaries-planners-market-21059604
https://www.statista.com/outlook/dmo/app/productivity/worldwide
https://www.npr.org/2016/04/17/474525392/attention-students-put-your-laptops-away
https://www.nytimes.com/2009/10/27/science/27angier.html?_r=0