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Back to Basics: The Tickler File

Back to Basics: The Tickler File

A long-time standby in the productivity realm, a tickler file is a reminder system intended to act as an adjunct to your regular calendaring and scheduling system. Although there are several different kinds of tickler file, the most well-known (thanks largely to David Allen’s Getting Things Done and Merlin Mann’s 43 Folders) is the 43-folders system, with 31 numbered “day” folders and 12 labeled with the months of the year.

The idea is quite simple: anything you need reminded of on some future date goes into your tickler file. Every morning, that day’s folder is pulled out and the contents placed into your inbox, and whatever you placed there days, weeks, or months earlier is right at hand when you need it.

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The 43-folder setup makes it possible – easy, even – to set reminders for up to a year in advance. Each numbered folders stands in for a day of the month. Behind them, all the folders labeled with the months are arrayed, with next month’s folder in front. So, since today is September 5th, you would see folder 5 at the front, followed by 6-31, then October through next September. When I empty today’s folder, I’ll place it at the back of the numbered folders, leaving “6” standing ready to be pulled out tomorrow.

At the end of the month, the October folder is opened and its contents placed into the appropriate numbered days, and the emptied folder is placed at the back of the months. This creates a rolling cycle of folders, presenting each morning the folder with that day’s contents in it.

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What goes into the folders is up to you, but clearly anything dated is a good candidate: bills, invoices, dated material to send out, concert and show tickets, travel documents, and so on. Other items you know you’re going to need on a specific day can also be added, such as your passport on the day when you will be flying out of the country, or your checkbook for bill-paying day.

Recurring events you want to remind yourself of – like watering the plants every three days – can be written onto index cards. You empty your folder into your inbox, process the inbox, see the reminder, water the plants, and place the card into whatever the date will be three days later.

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Some people use the tickler file as an “out” from their inbox. That is, if by the end of the day, they haven’t processed their inbox to empty, everything goes into tomorrow’s ticker. I’m not a huge proponent of this, but I suppose it does give them some psychological satisfaction to leave at the end of the day with an empty inbox.

The hardest part about using a tickler file is actually starting to use it. Getting into the habit of placing things into the tickler file, and then checking it every day to get them back out, can take a while. In fact, you may need to do what I did when I first started using a tickler file: set a reminder for your reminders! That is, I put a “check tickler file” task into Outlook and set it to recur every morning. Sure enough, every morning I forgot until the notification came up to remind me.

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Eventually, though, using the tickler file becomes a habit. As you add more and more stuff into it, you’ll be more and more likely to check it, and as you check it more and more you’ll be more likely to put stuff into it. The two habits are mutually reinforcing, so after a while you reach a “critical mass” and the forgetfulness ceases to be a problem.

To get there, it really helps to keep your tickler file somewhere in plain sight (without being in the way). Desktop file boxes are perfect for this – generally under 12”/30cm deep, they don’t take up much space, they come in a variety of attractive (and, I admit, not-so-attractive) designs, and their open top means there’s not the slightest barrier to taking out today’s file.

Used consistently, a tickler file can become an important part of your “outboard brain”, popping stuff up for you when you need it, and keeping it out of the way when you don’t. In today’s all-high tech all the time world, it’s even a little reassuring: simple, decidedly low-tech, and effective.

Bonus tip: This is a tip I ran across here, and it’s so good I had to include it. The standard 43-folders setup gives you dates but not the names of days, which can be confusing. Use binder clips, labeled with the days of the week and clipped onto the top of the front 7 folders, to identify the days. As you remove each folder and move it to the back, place its clip on the folder after the last one with a binder clip. Brilliant!

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Last Updated on January 2, 2019

7 Steps For Making a New Year’s Resolution and Keeping It

7 Steps For Making a New Year’s Resolution and Keeping It

Are you keen to reinvent yourself this year? Or at least use the new year as a long overdue excuse to get rid of bad habits or pick up new ones?

Yes, it’s that time of year again. The time of year when we feel as if we have to turn over a new leaf. The time when we misguidedly imagine that the arrival of a new year will magically provide the catalyst, motivation and persistence we need to reinvent ourselves.

Traditionally, New Year’s Day is styled as the ideal time to kick start a new phase in your life and the time when you must make your all important new year’s resolution. Unfortunately, the beginning of the year is also one of the worst times to make a major change in your habits because it’s often a relatively stressful time, right in the middle of the party and vacation season.

Don’t set yourself up for failure this year by vowing to make huge changes that will be hard to keep. Instead follow these seven steps for successfully making a new year’s resolution you can stick to for good.

1. Just pick one thing

If you want to change your life or your lifestyle don’t try to change the whole thing at once. It won’t work. Instead pick one area of your life to change to begin with.

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Make it something concrete so you know exactly what change you’re planning to make. If you’re successful with the first change you can go ahead and make another change after a month or so. By making small changes one after the other, you still have the chance to be a whole new you at the end of the year and it’s a much more realistic way of doing it.

Don’t pick a New Year’s resolution that’s bound to fail either, like running a marathon if you’re 40lbs overweight and get out of breath walking upstairs. If that’s the case resolve to walk every day. When you’ve got that habit down pat you can graduate to running in short bursts, constant running by March or April and a marathon at the end of the year. What’s the one habit you most want to change?

2. Plan ahead

To ensure success you need to research the change you’re making and plan ahead so you have the resources available when you need them. Here are a few things you should do to prepare and get all the systems in place ready to make your change.

Read up on it – Go to the library and get books on the subject. Whether it’s quitting smoking, taking up running or yoga or becoming vegan there are books to help you prepare for it. Or use the Internet. If you do enough research you should even be looking forward to making the change.

Plan for success – Get everything ready so things will run smoothly. If you’re taking up running make sure you have the trainers, clothes, hat, glasses, ipod loaded with energetic sounds at the ready. Then there can be no excuses.

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3. Anticipate problems

There will be problems so make a list of what they’ll be. If you think about it, you’ll be able to anticipate problems at certain times of the day, with specific people or in special situations. Once you’ve identified the times that will probably be hard work out ways to cope with them when they inevitably crop up.

4. Pick a start date

You don’t have to make these changes on New Year’s Day. That’s the conventional wisdom, but if you truly want to make changes then pick a day when you know you’ll be well-rested, enthusiastic and surrounded by positive people. I’ll be waiting until my kids go back to school in February.

Sometimes picking a date doesn’t work. It’s better to wait until your whole mind and body are fully ready to take on the challenge. You’ll know when it is when the time comes.

5. Go for it

On the big day go for it 100%. Make a commitment and write it down on a card. You just need one short phrase you can carry in your wallet. Or keep it in your car, by your bed and on your bathroom mirror too for an extra dose of positive reinforcement.

Your commitment card will say something like:

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  • I enjoy a clean, smoke-free life.
  • I stay calm and in control even under times of stress.
  • I’m committed to learning how to run my own business.
  • I meditate daily.

6. Accept failure

If you do fail and sneak a cigarette, miss a walk or shout at the kids one morning don’t hate yourself for it. Make a note of the triggers that caused this set back and vow to learn a lesson from them.

If you know that alcohol makes you crave cigarettes and oversleep the next day cut back on it. If you know the morning rush before school makes you shout then get up earlier or prepare things the night before to make it easier on you.

Perseverance is the key to success. Try again, keep trying and you will succeed.

7. Plan rewards

Small rewards are great encouragement to keep you going during the hardest first days. After that you can probably reward yourself once a week with a magazine, a long-distance call to a supportive friend, a siesta, a trip to the movies or whatever makes you tick.

Later you can change the rewards to monthly and then at the end of the year you can pick an anniversary reward. Something that you’ll look forward to. You deserve it and you’ll have earned it.

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Whatever your plans and goals are for this year, I’d do wish you luck with them but remember, it’s your life and you make your own luck.

Decide what you want to do this year, plan how to get it and go for it. I’ll definitely be cheering you on.

Are you planning to make a New Year’s resolution? What is it and is it something you’ve tried to do before or something new?

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