Behind the Design:Obsolescence Is Relative: or Why the Paperless Office Isn’t

In this series, I take you behind the scenes at Levenger to see how we created some of our products. In this posting, I’ll tell you why our Circa note-taking system—100% paper-based—is thriving in our computer-driven society.

Digital devices may someday make handwriting on paper obsolete, but at Levenger, our staff feels a responsibility to push that day of virtual reckoning off. As gizmos get better, our mission is to see how well paper products can evolve apace to stay compelling.

Judging from our customers, today’s professionals—one generation after the introduction of the PC—seem to still like a balance of paper and digital tools. I’m pleased to report that alongside the explosive sales of the BlackBerry and iPhone, Levenger sales of paper note-taking products are also accelerating.

One customer, Dina Nunn, showed us how her Circa PDA stacks up with her digital PDA:    

Tomorrow’s business professionals also seem to want to strike a balance.

Recently I had the opportunity to ride half a dozen escalators up and down the Wharton School of Business at the University of Pennsylvania. Computers abound—in wood-paneled classrooms, in glass-walled study rooms, in restaurants. Students plug in their laptops to supplement Web-connected flat screens. Of course they have their smart phones as well. But these virtual-world tools are layered on top of old-world 3-ring binders and wire notebooks, much like the ones students have used for generations.

It would be a mistake to assume this balance will always continue thus—not with the logarithmic growth of technological capability, which my son reminds me of when he lifts his nose out of Ray Kurzweil’s The Singularity Is Near. (I take some solace that he is reading this book in the form of an old-fashioned hardcover.)

But what gives me hope that we may yet keep the digital dogs at bay is the uplifting example of bicycles.

A slow, winding road to obsolescence

For a few years around 1900, bicycles were the fastest form of personal transportation. This happened when daring young people, who today might be kite surfing, got atop early bicycles and beat out jockeys on thoroughbreds. (These early bike riders went so fast that they were popularly referred to as “scorchers” for how they scorched the earth.) But soon Henry Ford got his horseless carriage sputtering down the road, and bicycles became obsolete.

Apparently nobody told the bicycle designers.

Often stealing ideas from automobile engineering, bike designers have incorporated automatic transmissions, disc brakes, shock absorbers, titanium components and carbon fiber frames to make for some exhilarating rides up mountains and down smooth macadam highways.

If bicycles are any gauge, paper note-taking products might be with us a while longer— but they may have to steal ideas from high technology in order to keep pedaling.

Computer theft that’s fair game

One of the advantages of computers is that we can move words, numbers and pictures around so very easily—within a document and between programs without recopying. We can type in a little window on our computer screens, or expand the virtual page to full letter size. Documents can easily grow, or we can quickly break them into multiple documents. It’s a miraculous flexibility that began with PCs in the 1980s, which we now, of course, take for granted.

How can handwriting on paper sheets and old 3-ring binders complete with that? They can’t. But better designed products can, as evidenced by the growing popularity of our Circa line of disc-bound notebooks. Mimicking computers, pages can be removed and repositioned within a notebook, and between notebooks of different sizes: pages from smaller notebooks are plug-compatible with larger notebooks. Individual notebooks can be expanded by using larger discs—rather like adding more memory to a computer.

I’m proud to say that some of the most technologically-savvy professionals use Circa notebooks in conjunction with their digitalia.  See, for example, Leo Laport and Phil Baker—two preeminent California technology reviewers.

And Tom Kelley, General Manager at IDEO, one of the most respected product-design firms in the world, uses Circa junior-size notebooks with grid sheets to write his books on product innovation.

Shareware for paper

Ironically, the patents for disc-bound notebooks were available in the 1940s. But it wasn’t until computers started making people question paper, that better paper notebooks found their niche. It also takes people playing, experimenting, and sharing their notebook creations with one another (much like sharing software).

That sharing process took a boost last year when we introduced product reviews at Levenger.com. Scores of customers have posted reviews of Circa Foldover Notebooks, giving other customers ideas on how to use them for all sorts of applications.

And now, customers can add photos and videos to their reviews, further enhancing this sharing of ideas. It’s satisfying to see how technology enables the sales of paper products once the creativity of customers is unleashed.

The more customers get their hands on disc-bound notebooks and play with them, the more good ideas surface. That’s why we’ve made up starter and sampling kits, and added sampler bars in our stores, where shoppers  can get free customized notebooks. Customers often come back with friends and co-workers who want their own samples. Often the first customer makes up the samples—showing how it’s done.

Just as bicycle designers have freely lifted ideas from automotive engineering, we’ve stolen ideas from computer-user interfaces to make better paper notebooks. And we’re employing the techniques of Web 2.0 technology to allow customers to interact with one another and to design new products—in effect, accelerating product design into a kind of high-speed evolution.

One of our newest products, created by customer request, is the Circa Web Notebook: a little notebook designed to keep track of computer passwords. Sweet.

So what do you think, dear reader? Do you see paper keeping up a while longer? I’d love to hear your ideas. Just click on the Comments link below. (If you’re reading this as an email, click here and you'll connect to Comments).

Comments

[Glenn]

Yes, I agree paper will be around much longer. I also posit that if I can get more paper products that would have the flexibility to include more ways that I want to use it, I would be extremely happy. While I have all the technology products, when I really want to study hard, I choose to do it on paper. Sometimes the screen of a computer gets tiring.

[Paul Lagasse]

Readers who enjoy innovative Circa applications should check out D*I*Y Planner (www.diyplanner.com), which features lots of designs for planner and calendar pages and templates, discussion forums, reviews, you name it.

Several years ago I converted the paper side of my freelance writing business workflow over to Circa and related products, and it does indeed "keep up" with Word, e-mail, and the Web. After using a Circa PDA in conjunction with her palm, my wife switched to Circa notebooks for her law school classes and her law library job. No one thinks we're Luddites, either!

I invite you to read my blog posts about using Circa for freelancers at my business blog: http://www.avwrites.com/wordpress/?cat=6

[Karla]

I teach logarithms. I think that rather than saying "not with the logarithmic growth of technological capability" you wanted to say "exponential growth." Logarithms grow very slowly. The graph of y = log(x) doesn't equal 2 until x = 100. Whereas its inverse (exponential) function y = 10^x reaches 100 when x = 2.

[Marilyn Gustin]

I use Circa for many things, included "keeping track" of articles, etc. that I have written. Yes, I write on a PC, but ideas, possibilities, hard copies, etc. all go into a Circa arrangement. One compelling feature of paper, and therefore Circa, is its tactical satisfaction. Many people, myself too, find machines hard and stultifying. Paper, though--and especially wonderful paper like Levenger's--feeds something deeper in me than any machine ever can. It helps my creativity, too, which as a writer is vital to my being. So --thanks for keeping paper, pens and Circa alive and well! Question: when notebooks are stored vertically, what could we design for a title on the binder-edge?

[LYNN BUCHANAN]

In WW II, the fighter pilots and bomber navigators used an aluminum circular computer to calculate times, distances, fuel use, etc. When electronic gadgets became popular, I took a class where the instructor gave us some problems to solve. As we solved the problem, we had to hold up our hand with one finger up for electronic computer and 2 fingers up if we used the old circular computer. Most of us using the "old fashioned" system were done long before the folks with electronic gadgets!

The WW II circular computers are still being used.

[Diane F. Williamson]

I would hate to see paper become obsolete. As an artist(?), I love the feel and look of paper, and nothing can replace the mind-tool-paper connection in displaying the emotion and the personality of the author. Just as handwriting provides a direct personal interconnection with the input being acted on, so does the surface of the paper.

[Dick Davies]

I run Notabilia and Circa Junior Systems. Years ago I took my new MacBook into a meeting with a customer. He was accustomed to my taking notes of our discussions in a paper notebook--the computer was new. As I was typing away, he said, "You're not listening!" I showed him that I was taking down his thinking verbatim. He was still upset. Since then I take notes on paper, and have noticed people tell me more than when I tape or type.

[Bob]

Since you're borrowing from computer technology, why not upgrade your notebooks from paper to plastic or steel pages. A special pen that writes with an erasable substance would be an improvement. It would have to be of a nature that would not be accidentally erased, so maybe an ink requiring a special solution to remove it would have to be developed. I think maybe a dual purpose notebook would probably be more useful; a notebook with a view screen which could be downloadable from a computer and which would contain pages on which to write. The best of both worlds.

[Eve in Georgia]

Heaven forfend paper should disappear. When computers were spawned, experts predicted "paperless offices." Didn't happen: Ask a hospital employee...if anything, computers are responsible for more paper.

A writer, I ultimately learned to use a computer, but my first drafts are written on Levenger Notationery with Seaglass pen or good pencil. Words aren't 'real' for me on a screen -- not 'til I hold the paper; feel it as I read. I can't be alone in this.

[Ivy]

Paper can work in a variety of situations where computers never can.

I can't practice drawing my kanji (Japanese characters) on a PC. Recognition, yes. Writing, no. That takes pen and paper.

Computers aren't good for scribbling or for idea bubbles that point at each other in crazy ways for brainstorming. For that, paper rocks.

I podcast and my way of podcasting is to prepare a script in advance, then read it into the microphone. I use my PC to record and I have to keep glancing at the sound levels every so often to make sure they're staying level. I can't swap between my recording software (Audacity) and Word to go between my sound levels and my script. That would lead to a clicking noise from the keys. So I have a paper script laid out in front of me.

There is a magic to paper that breaks writer's block. It's commonly suggested that a blocked author should switch to a different color ink or a different color or size paper. For some reason this can unclog the works and make the words flow again. Computers can't do this. For me, when I'm writing a tricky scene, I can't do it straight to the computer. I need the flow of ink across a page. A very tricky scene requires nothing less than the high-quality paper stock of a Levenger's notebook or pad.

[Sallie]

We readers and writers cannot fail to mention the aroma of paper. One of my favorite characteristics of paper is its smell--something that cannot be replicated by a computer. Then as we write, the ink unleashes its own scent to mingle with that of the paper. A unique bouquet!

[Denise]

You can't always take your laptop with you all the places you want to go. Plus, there's the sensuous nature of paper, fountain pens with colored ink (hey, what's with the discontinued colors, anyway?), and the cool leather products to put the paper (and the electronic) things in.

[Jean Manley]

All you need is a power failure and your information is unavailable with a computer. Or, the darned thing will crash (guess who has experienced that!) and all the information is gone forever. Reach for the notebook, enter all your email addresses and other information and it is there forever. I use your circa notebooks for everything. My favorite size is the compact because it fits in my purse and fits well in my hand. Love the way the cover folds under and makes the surface smooth and easy to write on. Keep up the good work!!!!! Paper forever!!!!!
anonymous from Edmonds

[D2]

I want to attest to the value of your circa bar in Tysons. One of your concierges was showing me the "junior" format, showing me how an 8 1/2 by 11 sheet fits when folded in half. I use a Google calendar, which prints in that size, so I punch the short side and fold it into my circa. Almost as good as my notabilia!

[Krasna Svoboda]

I love my computer and my iPhone--wouldn't do without them and use them all day long. But get rid of paper and pens? Nope. They don't really substitute for each other; they are complementary. Like letters, phone calls, email and text messages, they support different processes. Circa is very appealing, but for me, there are two barriers I haven't overcome yet: (1) need to invest in a rather expensive paper punch; and (2) still not clear what the advantages are over loose-leaf binders that don't require the specialized punch.

[Andrea Stile]

I use my CIRCA notebook & address books daily. Even though I am a Graphic Designer with lots of hours on the computer, I still prefer a "notebook" style of calendar for organizing my life! Another of my favorites = CIRCA "write, imagine & create" book.

The CIRCA varieties make great gifts too. I appreciate the quality products you offer at LEVENGER! Thank you.

[Debbie]

I purchased a Circa set not long after they came out. I now have 4 and have purchased another for a friend here at work! I work in Corporate HR / payroll, and I'm also a notary public. I have one journal to keep track of calls that come in and the status of each for the inquiries (great to have handy while you are actively working on a problem and then you can take the pages out and place in the person's file when everything is solved), one for all my notary appointments and needs, one to keep with me with all my contacts, passwords and website addresses, and lastly one at home by the bed for any notes I think of or things to take care of there.

[Mike]

I do a lot of 11x17 drawing packages. I would love it if Levenger would make 11x17 clear covers for this! (notches on the 11" side)
Thanks,
Mike

[Anne-Marie Gallagher]

I've been a Levenger fan for years, but only recently re-discovered Circa and how wonderful it is. I'm in the process of switching everything over to Circa: address book, organizer, recipes, home management, dining and take-out, stamp collection, and daily journal entries are the "books" I've made so far. I credit Charles Gasparon, of the State Street store, with helping me brainstorm everything I could do with Circa. He really goes the extra in every way, whether it's calling other stores and arranging things to be sent to me that they don't have in the State Street store or tirelessly running to the inventory room to see if there is a particular product in, or sharing with me all kinds of tips and tips to make Circa even more efficient and
fun.

PS I've also written a bunch of posts on my blog about Circa:

Paradise Found: The Perfect Organizer
http://www.organizationquest.com/organization_quest/2008/11/paradise-found.html

Re-Thinking the Basics: Calendars, Address Books, and Task Lists or To-Dos (this one is how, after re-discovering Circa, I went a little Levenger-crazy. Oops!)
http://www.organizationquest.com/organization_quest/2009/01/rethinking-the-basics.html

Using Notes to Maximize Your Organizer's Functionality
http://www.organizationquest.com/organization_quest/2009/01/using-notes.html

Address Books: They're Not Just For A-Z Anymore
http://www.organizationquest.com/organization_quest/2009/01/address-books-its-not-just-for-az-anymore.html

Setting Up Your Recipe Notebook
http://www.organizationquest.com/organization_quest/2008/11/setting-up-your.html

Using a Binder or Circa Notebook to Organize Recipes
http://www.organizationquest.com/organization_quest/2008/11/choosing-the-ri.html

Back to the Dread List: Using an Organizer To Manage the Details
http://www.organizationquest.com/organization_quest/2008/11/back-to-the-dre.html

are just a few entries where Circa Notebooks are prominently featured. :-)

[Harvey Dickerson]

I too love your Circa. Tysons Corner store is great! The Circa Bar and the pen station are fantastic ideas that allow customers to figure out their style. I would love to see you expand the different page formats and bring back the Daily Expenses page you used to include in the sampler. Thank you for the 2 page per day calendar pages, they allowed me to give up my FC planner and put everything in one book!

[Mojo]

Circa sounds like a great thing. One problem that keeps me from getting it - I'm left handed. I love paper, and I would love notebooks if they would allow me to punch on the "wrong" side of the page so I don't end up with ink stains on my hands and shirts (by definition of loving paper, I also love pens and inks). What's the solution for the lefties?

[Steve Leveen]

Dear Mojo,

Our Freeleaf paper can be punched on either side and pressed into Circa notebooks--as good for lefties as righties. Here's a link for you: http://www.levenger.com/PAGETEMPLATES/PRODUCT/Product.asp?Params=Category=322-684|Level=2-3|PageID=5439

Cheers,
Steve

[Mark Cardenas]

I really enjoy using my Circa in the junior size in my busy office environment...not too cumbersome to carry along everywhere I go from exec meetings to production floor. I am disappointed that the junior size softfolio was discontinued and there are no other non-zipper folios with magnet available...is there hope for the return of more junior size non zipper folios? THX

[Kristina]

I love the idea of 11x17 in your Circa line. I've been developing a game for a few years and keep everything but my 11x17 maps and diagrams in Circa format. Since I religiously use your oasis pads for 11x17 concepts and storyboarding, the paper is sturdy and holds up fine in my non-fancy folder, but the perfectionist in me wants the whole game to be circa bound. Any thoughts about 11x17? Also, it would be awesome if you sold the disks with tiny letters mounted somewhere so I could label my binders. Just a thought... Love you, Levenger!!!!

[Phil S.]

The one thing I now enjoy is integrating my Circa system with my LiveScribe system. I now have both a paper AND a digital reference to all my work.

For those who don't know, LiveScribe is a toolset with a smartpen and paper system that records everything you write, along with the accompanying audio should you annotate your notes or take them during a meeting. I never lose anything now - if I forget a specific, I touch the LiveScribe page at the appropriate point in my notes and it feeds back the information in real-time.

So if I could only get their customized paper to fit in the Circa - well I CAN. The LiveScribe desktop application has a utility to generate your own paper. Each page is unique and works just like a preprinted notebook. With my Circa page-punch, I simply add the pages to the binder, and voila - instant integration of paper and technology!

It would be great if Levenger worked with LiveScribe to generate paper for the binders. Maybe some day...