Setting 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.
What happens when I use my tickler file? If I get a bill that is due on February 3rd, and I want to remember to pay it on that day, I would stick the bill in my February 3rd folder. On February 3rd when I look at my tickler, I’d see the bill and remember to pay it.
I really do not like using 43 folders for my tickler file. For starters, it’s hard to remember to check it every day. People then have to remember to check it and they’ll start to ask themselves “how do I remember to check my tickler file?” The next reason is it is very bulky and not very portable. Finally, when you move the daily folders behind the next month, you have to remember to move the items in that months folders to the proper 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.
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.
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.
In the above example, the bill I got needed to be remembered on February 3rd. I enter the all day event on the third like “Pay very important bill” and by default it sends me an email reminder two days before it occurs. The actual physical bill goes into my “Waiting For” folder in my briefcase.
On the 1st day of February, I get a Yahoo reminder that reminds me about the bill that needs to be paid on the third and it goes directly into my Yahoo reminder folder in my email account. In addition, a text goes out as well giving me a backup on my blackberry in case I can’t get to my Yahoo reminder’s folder in my email account. I review my blackberry text messages every day and review my reminders folder too as well if I have access to it.
This system is an extremely portable and streamlined tickler file. Everything reminds me on it’s own and I don’t have to move items around in my tickler file. Email reminders are awesome to remind you of things you have to do and you have no idea how much this helps your productivity until after you use them. If you use 43 folders, I’d still suggest using email reminders 100% to improve your GTD setup.
That is my version of how to set up a tickler file for maximum effectiveness.