The Best Way To Set Up A Tickler File
In this lesson of the GTD Thirty Day Challenge we are going to talk about how to set up a tickler file, or specifically, how I set up my tickler file.
From what I can tell, David Allen is a big believer in the 43 folders tickler file. If you haven't seen a tickler file before, it is 12 folders for each month and 31 folders for each day. Right now it's January so I'd have my 31 folders behind January. As each day passes, I'd move the previous date behind February. Since today is the 21st for me. Folders for days 1-20 would now be behind the February tab.
How does this work? Let's say I got a bill today that I was due on February 3. Since it's important that I remember, I would put it in the February 3rd folder. When February 3 arrives, I would look in my tickler file and it reminds me to pay the bill.
Personally, I am not a big fan of the tickler file for three reasons. The first reason is that it's really hard to remember to check. You'll hear people ask "how can I remember to check my tickler file?" The second reason is that it is not very portable. It's a bulky way to remember things as a they come up. The third reason is each month that you move the tabs, you have to figure out what day items in that month go into and file them a second time.
The tickler file is essential to your GTD set up, however, because you have to remember future items. If you have a lot of physical items then the tickler file is the way to go. In my case, I don't have tons of physical items and so here is my solution to the above problems with a tickler file.
Setting Up A Tickler File
First, I put a plastic folder in my briefcase called "Waiting For" that holds all of the stuff I might need to remember to check on a future date.
After I have my "Waiting For" folder set up, next I would create a folder called "Yahoo Reminders" in my email account. You can see how I set this up if you read my article on How To Set Up Your GTD email. Then filter all of your reminders directly to this folder so they bypass your inbox.
Finally, I use my Yahoo! calendar, to enter any item I need to remember and make it an "all day event" with an email reminder scheduled to be sent to me 2 days prior to when I need to do it. As a back up, I also have it text to me as well.
Using the example above, the bill that's due on the third of February gets entered onto my calendar as an all day event like "pay this bill" and an email reminder gets sent to me 2 days before that date. Then I slip the bill in my "Waiting For" folder in my briefcase.
On February 1st, an email is sent ot me that reminds me I have to pay a bill on the third. The email bypasses my inbox and is filtered into my Yahoo reminder folder. As a backup, I get a text message too. Using text and email both gives me a backup in case I can't check my Yahoo reminders folder I then have a reminder sitting on my blackberry too. I review my reminders each day on my Blackberry and if I am at my computer, I review them too.
This setup is especially lightweight and extremely portable. It reminds me of everything so I do not have to remember to check. I also don't have to move stuff around in my tickler file. If you don't use email reminders, you really don't have any idea how valuable they can be. My suggestion is use them, even if you use the 43 folders as your tickler file. They will improve your GTD system 100%
Once you learn how to set up a tickler file in this fashion, you'll find it ideal for maximum effectiveness.
From what I can tell, David Allen is a big believer in the 43 folders tickler file. If you haven't seen a tickler file before, it is 12 folders for each month and 31 folders for each day. Right now it's January so I'd have my 31 folders behind January. As each day passes, I'd move the previous date behind February. Since today is the 21st for me. Folders for days 1-20 would now be behind the February tab.
How does this work? Let's say I got a bill today that I was due on February 3. Since it's important that I remember, I would put it in the February 3rd folder. When February 3 arrives, I would look in my tickler file and it reminds me to pay the bill.
Personally, I am not a big fan of the tickler file for three reasons. The first reason is that it's really hard to remember to check. You'll hear people ask "how can I remember to check my tickler file?" The second reason is that it is not very portable. It's a bulky way to remember things as a they come up. The third reason is each month that you move the tabs, you have to figure out what day items in that month go into and file them a second time.
The tickler file is essential to your GTD set up, however, because you have to remember future items. If you have a lot of physical items then the tickler file is the way to go. In my case, I don't have tons of physical items and so here is my solution to the above problems with a tickler file.
Setting Up A Tickler File
First, I put a plastic folder in my briefcase called "Waiting For" that holds all of the stuff I might need to remember to check on a future date.
After I have my "Waiting For" folder set up, next I would create a folder called "Yahoo Reminders" in my email account. You can see how I set this up if you read my article on How To Set Up Your GTD email. Then filter all of your reminders directly to this folder so they bypass your inbox.
Finally, I use my Yahoo! calendar, to enter any item I need to remember and make it an "all day event" with an email reminder scheduled to be sent to me 2 days prior to when I need to do it. As a back up, I also have it text to me as well.
Using the example above, the bill that's due on the third of February gets entered onto my calendar as an all day event like "pay this bill" and an email reminder gets sent to me 2 days before that date. Then I slip the bill in my "Waiting For" folder in my briefcase.
On February 1st, an email is sent ot me that reminds me I have to pay a bill on the third. The email bypasses my inbox and is filtered into my Yahoo reminder folder. As a backup, I get a text message too. Using text and email both gives me a backup in case I can't check my Yahoo reminders folder I then have a reminder sitting on my blackberry too. I review my reminders each day on my Blackberry and if I am at my computer, I review them too.
This setup is especially lightweight and extremely portable. It reminds me of everything so I do not have to remember to check. I also don't have to move stuff around in my tickler file. If you don't use email reminders, you really don't have any idea how valuable they can be. My suggestion is use them, even if you use the 43 folders as your tickler file. They will improve your GTD system 100%
Once you learn how to set up a tickler file in this fashion, you'll find it ideal for maximum effectiveness.
About the Author:
Dojo Kuhn has been using GTD since 2005. To help you set up their Getting Things Done system, he wrote a free GTD Thirty Day Challenge that you can use to help you set up your system. You can also find a walkthrough of how to set up a tickler file that shows you how he uses a tickler file.
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