Save the Earth; Embrace the PDF – Find Uses for the PDF

Save the Earth; Embrace the PDF – Part 2

So now that you know how to save files as PDFs, it’s time to learn what to do with this new found knowledge.  Whether you put it to use in your home or your office, I’m certain there is something you can digitally print to save money, time, and space.

Most people laugh in disbelief when they hear that I started out and ran my business successfully for two years without a printer.  I did.  It’s true.  I’ve always been the type of person to denounce a need of such technologies mainly because I was too lazy to go out and purchase one, but my resistance here paid off, because I soon found the next best thing… the PDF.

Things that most people print – invoices, contracts, proposals, receipts, project documents – I saved on my computer and accessed digitally only whenever I needed them.  I sent invoices to my clients (and still do today) via email and a pdf attachment. My clients can review the invoice,  get the total due, write the check, save the invoice into a business expenses folder on their computer and drop the check in the mail (or pay online).  It’s a win-win situation. The client got an invoice for his or her records and my business didn’t spend a penny.  No paper, no envelopes, no stamps, no trips to the post office.  When you send out 20+ invoices a month, all of those things add up.

Sure, there were definitely times when I needed to print something to have a hard copy or to sign and send back to a client, and those were the times when a printer would have come in handy.  Instead, I just made a quick trip down to Kinkos with my jump drive in hand.  I probably did that 4-5 times a year.

But I’m digressing here. I’m not saying that you should dump your printer.  No, not at all.  I just want you to start to think of new ways to send information without using paper.  Make it a game and take it one step at a time.

Think of all of the things you send out of your office to clients, customers, business associates, and vendors.  Is there something you can digitize?  The following are some ideas:

• Invoices, contracts, proposals
• Project notes
• Receipts from online purchases or bills payments.
• Posters and other promotional items
• Manuals and how-to tutorials

The PDF isn’t the end of printing, because there are still many things that should be printed and people out there who have to print EVERYTHING.  But using pdfs for everyday documents limits overall paper consumption and shifts the burden of paying for the printing to the person or party wanting it.

Follow the “Save the Earth; Embrace the PDF” series:

• Part 1 – How to Save File as PDF
• Part 2 – Finding Uses for the PDF
• Part 3 – Cyber Storage

Save the Earth; Embrace the PDF – How to Save Files as a PDF

The pdf (portable document format) has become one of the most popular formats for distributing files on the internet – invoices, press releases, brochures, etc.  Like a printed document, the receiver of the pdf will view the document as the creator composed and doesn’t have to own the same program the creator has to view the content.  Unlike paper, though, a pdf doesn’t waste paper and resources. It’s digital and can be distributed by email and throughout the web. It can be saved into a file folder for storage or popped on a jump drive for distribution.  You can save money on printing and shipping and that’s why I’m devoting an entire week to pdf tips and tricks!

First things first, how do you create a pdf?  If you are a mac user, then all of your printing functions and file programs have had a native “save as pdf” option under the file menu since 2004.  The following videos show you how to save a file as a pdf on your computer. The video is of a word document, but the process is the same across the board.

If you are running Microsoft Office 2007 or better on a pc and don’t have the pdf add-on, you can get it here: http://www.microsoft.com/downloads/details.aspx?FamilyID=4d951911-3e7e-4ae6-b059-a2e79ed87041&displaylang=en and the video shows you how to save a word document as pdf using your new option.

If you don’t currently have the ability to create a pdf, it’s ok.  There are many options out there to help.  The first thing you need to do is download adobe reader for free by visiting get.adobe.com/reader.  This download will enable you to view, print and collaborate on pdf files.  This pdf converter link will show you a list of other pdf converters available for pc users.

Bottom line, being using the pdf instead of traditional print can save you $$ on printing and shipping costs and possible make the Earth a little happier too.

Follow the “Save the Earth; Embrace the PDF” series:

• Part 1 – How to Save File as PDF
• Part 2 – Finding Uses for the PDF
• Part 3 – Cyber Storage

Take Two – How’s That Resume Look?

In this economy, it’s more important now than ever to make sure your resume is top-notch and ready to impress. There are many resources on the web, including thousands of resume writers available, to help you show a potential employer your best.

My husband and I did a quick google search for resume writing tips and turned his boring resume into a more attractive, concise, and guaranteed to get more attention resume.

Does anyone out there have any favorite resume writing websites?  If so, share them with me and everyone else.

For all of you writers out there, this is a fantastic time to get in the resume writing business.  Sharpen your skills and market yourself on sites like guru.com, allfreelancewriting.com, craigslist.com, or even on facebook.  The average resume writing companies charge between $75 – $500 per resume.

Coupons oh my…

Like to save money, but not a big newspaper coupon clipper?  Try coupons online.  There are several fantastic coupon sites that enable you to scan dozens of coupons and print only what you are interested in.

The following are some great coupon sites:

• couponchief.com (Become a CouponChief Fan on FB)
• coupons.com
• retailmenot.com
• couponcabin.com
• fatwallet.com
• dealcatcher.com
• groupon.com

Check out the video of my mother (who is very new to computers) printing a few coupons for herself.

Prospering in Tough Times

Like many freelancers and small businesses, Jaimee Designs is facing a slight decrease in business right now.  It’s definitely a combination of the typical Jan-Feb blues and a not-so-booming economy.  But the doom and gloom of today doesn’t have to spell disaster for the rest of the year.  Using my own business as a guinea pig, I have compiled a list of several ways for freelancers and small businesses alike to counter the rough waters now in hopes of finding smoother sailing ahead.

If you’re like me, you’ve had a little more free time than usual lately.  Things that used to get placed on the back burner are now easily accomplished during typical business hours.  With every bad situation, there usually is a silver lining.  Here is no exception;  the positive effect of downtime is the free time that can be spent ANYWAY you want.  So let’s spend it doing things to propel us ahead.

Look for jobs/project elsewhere -  When’s the last time you made cold calls or networked for money?  For me, it’s been awhile, but I still know how to do it.  Now is the time to search for ways to generate that added income.  A popular network for me and a lot of people is facebook.  Create a page for your business separate from your personal one and use it to publicize your services and generate new leads.  Another idea is to find a freelancing site like (guru.com) and become a member.  Yeah, it may cost $70 for six months, but you can use your downtime to make bids on dozens of projects you wouldn’t have had access to before.

Learn a new skill – We all can do this. Whether your service is needlework or graphic design, you can always brush up on your skills and learn a new trick or two to add to your tool bag.  So use your free time to search the internet, check a book out from the library, or take a low-cost class.  The skills you learn will not only improve your mood, but they will give you yet another service to MARKET to your customers.

Cut costs - Yeah, I know this isn’t the popular one. But when money is tight and you’re having to run your business on less, now is the time to really differentiate needs from wants.   Since you have some time to waste, go through your books and see where spending can be cut.  Maybe the electric bill is a bit high, find a way to cut that down.  Do you really need that magazine subscription or can you read the info online?  And the bi-weekly client meeting at Ruby Tuesdays?  What about the printer?  Do you need to print so much?  Try using pdfs for invoicing and change the meetings to a coffee shop.  Cutting costs doesn’t have to mean cutting services.  Sometimes it’s just a matter of finding waste and a cheaper… better way to get things done.

Sell things – this is something I’m really good at and it doesn’t take too much effort once you figure out how to do it.  Look around your office.  Do you really need that extra computer?  How about all of those “learn how to” books that you finished two years ago…. can those go?  We spend money on lots of things to make our lives better, but forget in the hustle and bustle of our busy lives to take stock from time to time on our belongings.  How much stuff do you house and upkeep that doesn’t add much to your current daily life?  A LOT.  Consider passing things along.  Read my blogs about ebay for more information on selling there. You can easily make $400 – $500 selling things right around you. Just use that free time to open your eyes and look for those money-making items!

Start a blog – That’s what I did.  Blogs are great because they provide anyone who knows a little about anything a platform to broadcast themselves.  Take your free time and write about what you know.  This information goes a long way in making yourself legitimate and the go-to person of your specific industry. Depending on how popular your blog gets, you can start generating income from ads like google ads.  I’ll write a blog about that soon.

Advertise – I know, I know… you don’t have any money.  But you’d be surprised what a little extra advertising can do for your bottom line.  I currently spend only $15/mo with google adwords.  And with that, I generally get 5-10 leads a month from people who click on those ads.  If I increase my advertising budet to $30/mo, I’d probably increase my leads to 10-15.  Even if that amount to only one more project a month, it’s worth the $15 investment.  So advertise!  Rates are cheaper, you’ll have fewer competition.

and lastly….

Donate time for good – This is my favorite.  How often do we say that we’d volunteer more if we had more time?  Well, you’ve got it!  It may not be your preferred time to have extra time, but non-the-less, you have it.  So spend it doing good for others.  Find a local charity that needs help and volunteer a few hours every week.  Donate that extra computer in the office to an organization that needs it.  Sure, you won’t make money off of it, but you can write it off of your taxes and make someone’s day!  I’d take making someone else happy over $300 in a heart beat. Out of all of the ways to beat the economic downtime, this will be one of the most satisfying, so definitely try it.

Well, that’s my list.  I hope I helped you to find some positive ways to spend your dreaded downtime.