The Tickler Action File
June 25 by Craig Childs | Productivity
A common practice with tickler files is throwing everything required for a particular day in one file, without any distinguishing labels or notes to differentiate what action is required for each item.
Usually it’s enough to see a bill and know you have to pay it; but what if the actions aren’t so clear?
When using a tickler file, you want to be able to quickly, for instance at the beginning of the day, open it up, action what’s in there and then get on with your day.
What labeling each item will do is make this process simpler because each item will instantly tell you what you must do with it; instead of umming and ahhing about what you need to do with it.
The two ways to do this would be either creating new folders for each action – to pay, to read, send etc – or labeling everything that goes in each day.
I think labeling works best because you can instantly integrate that into your existing tickler file and add new actions on the fly.
Karen Roehl at AddResources.org has some examples of what we’re talking about:
I would even consider a color coding system if you have a few common actions you want to keep in order for each day.
How to Create a Customized Tickler File System – [AddResources]
The best system is just to pile everything up on the desk. When it’s getting old, throw it away. That’s what I do and it’s working out just fine :-)
As a professional organizer, I never advise people to use this type of system. I am actually surprised that it was on an ADD site. Most people who are ‘organizationally challenged’ would have difficulty this system for a number of reasons:
1. People who have messy desks are usually more visually oriented and need to see things out in the open (on their desk) to be cued to action. Creating what I call “mighty piles”, ones that are not miscellaneous, but that all relate to one project or one type of action (such as bills to pay), is far more effective, in my experience, than a tickler file. Pendaflex even has a special product line for “pilers” called Pilesmart.
2. People are usually lazy. The reason people have paper clutter on their desk is because their filing systems is too fussy. When you have to think too hard before you want to file a document or bill, it ends up sitting in a pile next to the system in a pile designated as “to file”. Kinda defeats the purpose!
3. For many, filing something is like dropping it into the black hole. Filing for me is about archiving or storing a resource for future reference. If something is in process, I need it to be dynamically present for me to attend to it. This is true for most of the folks I work with as well.
For most people, a “to read” pile is exactly the same thing as the “to forget” file! Better off creating a pile or a basket that is in the place you would read things for your “to read” materials.
Does the above hold true for everyone? No. Some people can and do use tickler files with great success. But those aren’t usually the kind of people who are looking to “hack” their desks anyway!
Just my two cents.
Jessica Duquette
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Don’t know if you will get this but I am exactly as you have described above. I always wondered why the tickler file system never worked for me, beleive me I tried. Do you have a system or website for more info on managing paper? Your take on this is so refreshing and insightful. thanks alot
Karen