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.
David Allen seems to be big on using 43 folders for his tickler file. These folders would be made up of 12 monthly folders and 31 daily folders. Let's say it is now January and I'd have all my daily folders behind the January folder. When a day ends, that day's folder goes behind the next month or February's folder. Looking at the 19th, I'd have the folders 1-18 behind the February folder at this point.
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.
If you use GTD though, a tickler file is essential to set up because there are things in the future that you need to remember. The folder type of tickler is perfect if you have a lot of physical type items you use as reminders. For most people, their work doesn't create the kind of physical items that really justify a folder tickler file and I suggest setting up a tickler file differently to address the problems above.
How I Set Up My 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 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 works fantastic for me. It's extremely portable, it reminds me automatically and I don't have to rethink the items in my tickler when I move the tabs. If you are not using email reminders to help you remember stuff, you have no idea how this can effect your productivity. Even if you use 43 folders, I recommend email reminders 100% to be a part of your GTD system.
That is my version of how to set up a tickler file for maximum effectiveness. - 16928
David Allen seems to be big on using 43 folders for his tickler file. These folders would be made up of 12 monthly folders and 31 daily folders. Let's say it is now January and I'd have all my daily folders behind the January folder. When a day ends, that day's folder goes behind the next month or February's folder. Looking at the 19th, I'd have the folders 1-18 behind the February folder at this point.
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.
If you use GTD though, a tickler file is essential to set up because there are things in the future that you need to remember. The folder type of tickler is perfect if you have a lot of physical type items you use as reminders. For most people, their work doesn't create the kind of physical items that really justify a folder tickler file and I suggest setting up a tickler file differently to address the problems above.
How I Set Up My 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 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 works fantastic for me. It's extremely portable, it reminds me automatically and I don't have to rethink the items in my tickler when I move the tabs. If you are not using email reminders to help you remember stuff, you have no idea how this can effect your productivity. Even if you use 43 folders, I recommend email reminders 100% to be a part of your GTD system.
That is my version of how to set up a tickler file for maximum effectiveness. - 16928
About the Author:
Dojo Kuhn has been practicing GTD since 2005. To help you set up their Getting Things Done system, he wrote a unique 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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