Online StoreEasy and Best Way 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.
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
Step one is to create a plastic folder that I carry in my briefcase labelled “Waiting For” and all the things I need to remember on future dates go in there.
Next, I created a folder in my email account called “Yahoo Reminders”. You’ll see this folder if you look at the image of my email folder structure in How To Set Up Your GTD Email. I then set up a filter for all Yahoo Reminders to go into this specific folder and not in my inbox for processing.
The final component of my tickler file setup is Yahoo calendar. Anything I need to remember on a certain day gets entered as an all day event. An email reminder is associated with the event and a email goes out 2 days before I need to remember to do it. I also have it send me a text as a backup.
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.
When February 1st rolls around, I get an email from Yahoo that tells me I have to pay the bill on the third. This email goes directly into my Yahoo! reminder folder. I also get a text message as a back up. I do both text and email because it’s a good backup for when I don’t have access to my Yahoo! Reminders folder from my Blackberry, I’ve got a text as well sitting right there. Each day, I review my reminders folder or my Blackberry for ticklered items.
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.
