Paper Planner vs Digital Planner: Which One Will Actually Keep You Organised?
Introduction
This time of the year feels like a fresh start. The new school term begins, the holiday rhythm fades and many of us feel that back-to-school energy… the urge to get organised, start over and reset routines.
It’s no wonder this is the season when many people ask: “What’s the best planner for me?” And more specifically, “Should I use a paper planner or go digital?”
In this post, we’ll explore why paper planners remain a powerful tool in our fast-paced, digital world, how they compare to electronic alternatives and how to choose the best system for your lifestyle and goals.
What makes a paper planner special?
There’s something deeply satisfying about putting pen to paper. Research shows that handwriting strengthens memory retention and helps us process information more effectively than typing. For many, using a paper planner creates a sense of presence that no app can replicate. Historically I was very much in this camp, and carried my paper diary wherever I went! I can even remember having a Fun Fax as a kid. I’ve since gone digital, although there are times when I use a paper planner…so I suppose I have a hybrid approach (more on this shortly).
Benefits of paper planners:
Encourages focus - you’re less likely to get distracted if you’re not at a computer, or have your phone in hand.
Sparks creativity - doodles, colour coding, freeform notes or even better you can use stickers, washi tape and more! I used to collect stickers when I was about 10 years old (I still have my album!) and so my inner child loves this!!
Provides a tactile ritual - writing things down slows you down in a good way.
Creates a visual record - easy to flip back and review progress.
Of course, they’re not without drawbacks: bulkier to carry around, easy to forget at home and they won’t buzz to remind you of a deadline.
Why people choose digital planners
On the other side, digital planners - apps like Google Calendar, Asana or ClickUp - bring undeniable convenience. They sync across devices, allow collaboration and integrate with your wider tech stack.
Benefits of digital planners:
Accessible anywhere, anytime.
Automated reminders and recurring tasks.
Easy to share with teams or family.
Searchable archives instead of pages to flip.
But digital tools come with their own challenges: notification overload, screen fatigue and the temptation to multitask.
Paper planner vs digital planner: which is best?
There isn’t a single “best” system. It depends on your personality, preferences and lifestyle. In my opinion, the “best” system is the one you will stick with. I typically would have clients start out on paper, as they build the muscle of planning because you can find that if the planner is out of sight (i.e. an app within your phone) then it’s out of mind.
Choose a paper planner if you:
Feel more grounded when writing things by hand.
Want a mindful, screen-free way to plan your day.
Value creativity, journaling and reflection alongside scheduling.
Choose a digital planner if you:
Need flexibility and access across devices.
Rely on reminders and recurring tasks.
Manage shared calendars or collaborative projects; a project management tool like Asana or ClickUp allows you to delegate tasks out to team members.
Best of both worlds: Many people adopt a hybrid system. For instance, you might use:
Paper planners for home-life - journaling, family commitments, personal goals or simply keeping track of life beyond work.
Digital planners for work - managing deadlines, collaborating with teams and staying on top of projects.
This split often works beautifully: you get the efficiency of tech where you need it most, and the grounding, screen-free ritual of paper for personal reflection and family life.
I use Asana for my task management for both work and home, but I use a paper planner for visioning, journaling and reflection exercises.
How to choose the best paper planner for you
If you’re leaning towards paper, look for a planner that matches your planning style:
Daily Planners: ideal if you want structure and time blocking for each day.
Weekly Planners: perfect for big-picture thinkers who like to see the week at a glance.
Undated Planners: flexible if you don’t use it every day.
Goal-Oriented Planners: include prompts for habits, reflections and milestones.
Have a think about whether you want your planner to simply schedule your time or also support mindful reflection, gratitude or project planning.
Best paper planner
If you’ve decided to go analog (or at least partially analog), here are some of the best paper planners available right now:
Hello Time undated planner
Flexible, undated and beautifully designed. The Hello Time planner is ideal if you want freedom to start anytime without wasted pages. You can also add stickers to the planner to turn it into a dated planner if you wish. There are vertical and horizontal layouts, and a few different designs for the inside cover to choose from to jazz up your planner.
Perfect for busy professionals, parents and small business owners who need structure but also crave creativity.
I also love the Hello Time wall planners; I think having your plan front and centre is useful. I sometimes find that if the plan is out of sight, it’s out of mind.
Use my discount code STEWART10 for savings.
Papier dated planners
Papier planners have many different covers which can be personalised and multiple layouts, with both daily and weekly versions. I really like the Productivity Planners (again, there are multiple options for covers) which have a layout for monthly overview, then prompts for capturing priorities and habits each week, before daily pages for time blocking and to-dos and lastly a weekly reflection.
The Productivity Method, undated planner
The final planner on my list is The Productivity Method by Grace Beverley. This planner has the most structure of the three, with daily trackers for sleep, steps, water and workouts, goal setting frameworks and budget tracking as well as the expected daily and weekly planning.
From left to right: Hello Time, Papier and The Productivity Method planners
Back to School, Back to You
As children head back to classrooms with new notebooks and timetables, we can also harness that reset energy. A planner isn’t just a tool - it’s a practice of intention. Whether you choose paper, digital or a blend of both, what matters is building a system that helps you feel calm, clear and in control.
Oh, and speaking of back to school. If you’re an educator, then Sarah Philp’s journal-planner-notebook may be of interest to you. It’s called Your Woven Year, and Sarah shared more on a recent podcast episode with me on Own Your Time.
Conclusion
The best paper planner is ultimately the one you’ll use consistently, and I think to use a planner consistently it needs to bring you joy. For some, that means a crisp new diary and colourful pens; for others, a neatly synced digital calendar. Many thrive with a mix of both.
What’s certain is that making a conscious choice about your planning system is far more powerful than drifting between half-used notebooks, post-it notes and neglected apps.
Let me know in the comments - do you prefer paper, digital or both?