Tickler Files - Any Fresh Ideas?
I am re-reading GTD, and the one thing that intrigued me, but that I never put to use, was the idea of the tickler file. In theory, I see why this is a good idea, but I am on the fence about whether or not I'd actually have the discipline to keep up with this system. I don't have much affinity for file folders, so I am afraid I won't use the system because it's not as fun and pleasurable as say, my circa items.
Just wondering how people here have utilized this tickler system idea and if you've come up with a better way to organize it besides using the dreaded 43 folders. The whole idea of having to check a folder every day and just seems distasteful to me, and visually messy. But I see how this could be immensely useful for things like bills, event reminders, etc.
43 Folders Rule!
...at least at work. I have a graduated file sorter on my (physical) desk top at work which contains my tickler file. I put guidelines & reminders of monthly report due dates, agendas/handouts for meetings and staff absence requests in the proper month and when the meeting date arrives, I pull out the file and there are my agenda, handouts, and all the people who have requested to be absent to attend the meeting. (Then, if they're at the meeting and didn't send in their form I can get after them on the spot.)
Every morning, the first thing I do after turning on the computer, air purifier, and lamp in my office is to put the tickler file for that day in the middle of my desk. It's like anything else...hard to remember, at first, but becomes habit if you stick with it long enough and then you don't need to think about it again--you just do it.
I've tried a tickler file at home a couple of times over the years -- valuable as I find it at work, it just doesn't seem to do it for me at home.
Someone here (Shris?) had a tickler file set up in their planner for awhile. I believe there are pictures of it in the gallery. Maybe that could work for you?
Good luck...
The guy over at Pile of
The guy over at Pile of Index Cards has implemented a 43-seperators system recently based on the 43-folders system. Just google Pile of Index Cards.
Think outside the footprint
Hi.
If you don't like file folders, don't use them.
I had a tickler going for a long time using a 3x5 card box. Jot the thing down on a card and stick it in front of the numbered tab. Easy. If the to-do requires a piece of paper or something, you can file the piece of paper and note it down on the card.
There are also 'sorters' that put the 31 folders and the 12 folders into an accordion-style book. That makes two books instead of a bunch of hanging files.
You can make your own 'sorter' by picking up dividers in your choice of size, then punch and bind it the way you want it.
And then there are accordion files that are designed to sit on the desk or floor, get carried around, etc. that have nice closed sides so nothing ever falls out.
Finally, there are desktop wood and metal divider models that are made for bill paying. You only get 1-31 with those, generally, but you could combine that with the monthly sorter to get all 43 sections.
The discipline of checking every day for something in the file is definitely a habit to be cultivated, but it's not that tough as long as the gadget you use is comfortable and easy.
If you really really don't want to use physical folders, though, you can use software to schedule reminders for you that show up at the start of your day. If most of your to-dos come in electronically, this isn't too tough to do. Just set the to-dos to be task reminders or 'all day' reminders so they don't get mixed in with your appointments. If you're a fan of time-blocking, you can easily 'schedule' your to-dos into your calendar on the day they need to be done.
The trick with a tickler is to only use it for scheduling stuff that actually needs to be done on a particular day--or that you actually intend to do that day. If you're just sticking all your to-dos into tomorrow's file to get them out of your sight today, you can end up with a discouraging build-up.
shris
Thanks for the suggestions.
Thanks for the suggestions. I don't think an index-card based system would really work for me because I'm looking for a place for physical paperwork that needs my attention. Writing it out on a card and then having to go fetch the actual document would be two steps that I think would keep me from staying up to date with the system. It is sounding like folders is the best way to go, I'll just have to find a way to make them more attractive.
I've seen the wooden sorters - Levenger has theirs on sale right now. But I don't like all that clutter of seeing a bunch of different types of paper stuffed in a box that's out in plain view.
Dymo or Brother will be your friend
If you get one of this wooden sorters/multy cubby thing, you will absolutely need to label each slot cubby. I can garantee that you will need those little labels. So if you don't own a label maker already, get one.
I know what you mean, I am
I know what you mean, I am still at the figuring out phase. The idea of using the 43 folder system seems sensible but also way too much work and would take up too much space for me. But on the other hand, I think I would be more attracted to actually use some of the colourful and patterned folders you can get in small sets. I might keep them in a translucent blue plastic magazine box or something. A set of monthly would do fine for me, not like I am so busy... For help with reminders to do something or go somewhere, I use ReminderFox on my Thunderbird email but you can use it on Firefox too. It is great, I can set up so remind myself a day or week or whatever in advance for anything from "taxes due" to "appointment with" to "wash kitchen floor" LOL!
43 Folders Simplification
My boss uses a tickler file variation you might like: 12 monthly folders + 7 folders (a folder labeled for each day of the week rather than numbered for each day of the month). She has some beautiful folders she "personalized" by covering them with some self-stick wall-paper or shelf paper or something. Takes up far less space than my 43 folders version! Maybe this is something you could try?
For a computer aspect of organization, you could try the computer program "Stickies". We all love it here. They look just like post-it notes on your computer desktop. I keep one for each member of the department where I make notes of things they've requested, and things to tell them next time we meet, etc., plus one for my own reminders.
I second the comment about buying a labelmaker...they really make your life easier if you have paper-based files!
even simpler
Just use four folders for the month--one per week. I do this for my bills, and it's worked fine--so saying I put my bills into the correct week (which I didn't do with my auto insurance this month--oops!)
-Jon
An observation
All the file sorters I have seen have only 7 or 8 slots, so a true 43-folder setup needs something more.
How about desktop file holder ?
Staples --> Office Supplies --> Storage & Desk Organizers --> Desktop & Portable Storage --> Desktop File Holders
Staples Link
Staples Link
Staples Link
Staples Link
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"I think the surest sign that there is intelligent life out there in the universe is that none of it has tried to contact us." (Calvin and Hobbes/Bill Waterson)
If you don't have a lot,
If you don't have a lot, maybe something like Staples multi-pocket presentation folders? They come letter size, since you mention needing that size, up to 40 clear insert pockets ... if you are into a different way of keeping something like that around, you can get gorgeous Chinese silk "file folders" to put it in. :))