The Best Way To Set Up A Tickler File
On Day 6 of the GTD Thirty Day Challenge, I am going to talk about how I set up my tickler file and exactly how to set up a 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.
Now, how do you use it? Today, I had a bill I learned I had to pay on February 3. I don’t want to forget it, so I would put it behind my February 3 tab. When that day rolls around, I check my tickler file and it prompts me to pay the bill.
If you asked me, I think using 43 folders for my tickler file is not the best way to set up a tickler file. First, it’s hard to remember to check the tickler each day. You’ll be asking yourself, “how do I remind myself to check the tickler file?” Secondly, it’s very bulky and not very portable. Third, when you move the folders for each day to the next month you have to take items in that months folder and put them in the right day.
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.
How To Set Up A Tickler File
The first thing to do is to create a plastic folder for your briefcase called “Waiting For” and put all the things you need to remember in the future in it.
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.
The last component is Yahoo calendar. I put any item I need to remember and enter it as an all day event. I attach and email reminder to it that sends me a reminder 2 days ahead of the day I need to remember it. As a second reminder, a text is sent too.
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.
