GTD Tips, Tricks and Tools – The Tickler File or Bring Forward File

August 26th, 2009 By The Quality Manager

What it consists of

The TICKLER FILE or BRING FORWARD FILE consists of 43 folders:

31 daily folders labelled “1″ to “31″

12 monthly folders labelled with the months of the year

The daily folders are kept at the front, beginning with tomorrow’s folder (for the example used in Getting Things Done where today is October 5th, this would be the folder labelled “6″).

The remaining daily folders (in the example, “7″ to “31″) are filed behind this followed by the monthly folder for next month (in the example, this would be “November”) and then the daily folders already used (in the example, “1″ to “5″). Finally there would be the remaining monthly folders for the remaining 11 months (in the example, “December” to “October”.

So you would end up with a set of folders (following the example) labelled thus:

[6]
[7]
[8]
[9]
[10]
[11]
[12]
[13]
[14]
[15]
[16]
[17]
[18]
[19]
[20]
[21]
[22]
[23]
[24]
[25]
[26]
[27]
[28]
[29]
[30]
[31]
[November]
[1]
[2]
[3]
[4]
[5]
[December]
[January]
[February]
[March]
[April]
[May]
[June]
[July]
[August]
[September]
[October]

How it works

  1. Each day, empty the daily folder for that day into your in-basket.
  2. File the empty folder at the back of the daily folders (in the example, “6″ is emptied and placed behind “5″ to now represent November 6th).
  3. When the next monthly folder is reached (in the example, “November” after “31″ has been emptied) the monthly folder is emptied into your in-basket and then filed at the back of the monthly folders to represent that month next year.

Tips and Tricks

Be sure to update your Tickler File every day and if you’re going away for a few days process all the folders ahead for the days you’ll be away.

Use the folders to file:

  • travel documents and tickets for events on the day you’ll need them
  • bills on the days you need to pay them
  • print out reminders for each birthday and anniversary and file them in the appropriate month to be moved into the appropriate day in due course. It’s a good idea to file reminders a few days ahead (especially if the due date is at the beginning of a month) to ensure you get a card and present ahead of time

There is a free factsheet on the Tickler File available on the David Allen website. There is also a set of 43 sturdy plastic letter size file folders, open on three sides. The GTD Tickler files are blue-grey with black trim and appropriately labelled (in five languages!) Please note that this is expensive to ship as the folders weigh over 5 pounds. Although the folders are letter size, they take A4 papers quite happily.

You can, of course, easily make and label your own set of folders but they are unlikely to last as long as these strong, purpose built folders.

Posted in Bring Forward File, Tickler File, Tips, Tools, Tricks | No Comments »

Process

July 22nd, 2009 By The Quality Manager

Before you can get ORGANISEd, you need to PROCESS the information that you have COLLECTed.

You need to decide what each item means to you by asking firstly – “Is it actionable?” – that is, is it something that you need to take action on, or do something about?

1. NOT ACTIONABLE

  • Is it reference material? If so file it as reference material in an A-Z Filing System. We will come back to the best ways to do this at a later date. For now if you don’t have a filing system put it in another in-tray labelled “Reference”.
  • Is it something you don’t need to do anything about just now but you’d like to be reminded of it at a later date? For example, menus for Christmas or New Year meal that you may want to book. These sort of items go into a Bring Forward (or Tickler File). Again we will talk more about these at a later date. For now put them in another in-tray labelled “Bring Forward” or “Tickler”.
  • Finally, in the Non-Actionable, is it something you no longer need? In this case bin it now!

2. ACTIONABLE

  • Is this something you can defer until a later date – a reminder to pay a bill for example. This can then go into your Bring Forward file to be actioned on that date.
  • Is this something you can delegate to someone else to do? If it is put it in a pile labelled “Delegate to”.
  • Is this something you need to do? If it is you have two choices. 1. If it will take less than two minutes to do then do it now because it will take more time to write it down and pcik it up again! 2. If it will take longer than two minutes then what’s the next physical action you need to take on this to move it forward? Write this down on a list as an action, for example, “Call Fred about Jane’s school report”.

In dealing with the ACTIONABLE items, think about what outcome you seek for the item that you originally COLLECTed. What does DONE look like? The next physical action is about DOING something that will get something DONE.

If that one next physical action will get the item done then you can discard the item you COLLECTed. But if it will take more than one action to get something done then you have a PROJECT and as well as listing the next physical action on a list you need to put the PROJECT on a list of PROJECTs so that you’re reminded that it’s not finished yet. Then you can discard the COLLECTed item.

Next time we’ll look at ORGANISE where you put the items you COLLECT and PROCESSed into a trusted system that will help you with Getting Things Done.

As last time, you can get an overview of the Five Phases of Mastering Workflow from David Allen’s site for free!

Posted in A-Z Filing System, Bring Forward File, Collect, Defer, Delegate, Do, Dump, Organise, Process, Reference Material, Tickler File, Two Minute Rule | No Comments »