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.
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.
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.
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.
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.
Once you learn how to set up a tickler file in this fashion, you'll find it ideal for maximum effectiveness.