The Tickler File – 43 Folders to Help You Get Organized

In Getting Things Done, David Allen mentions an elegant way to manage non-actionable items that may need an action in the future – a tickler file.

A tickler file is a 3D version of a calendar. It allows you to hold physical reminders of things you want to see or remember – not now, but sometime later.

How to Setup a Tickler File

To setup a tickler file, you’ll need a total of 43 folders. Of those 43 folders, 31 represent daily files, which are labeled from “1″ to “31.” The remaining 12 folders are monthly files which are labeled with the months of the year – January to December.

The daily files are stored in front, starting with the file for tomorrow’s date. So if today is October 5, the first file would be “6″ to represent October 6. The subsequent daily files – “6″ to “31″ – represent the days of the rest of the month.

Then behind the “31″ file is the monthly file for the next month – November. And behind that are the daily files “1″ to “5.”

Following that are the rest of the monthly files – December through October.

Here’s what a tickler file looks like.

Tickler File - Daily

These are the daily files.

 

Tickler File - Monthly

These are the monthly files.

How the Tickler File Works

Empty the contents of the next daily file into your in-basket everyday. Then refile that folder to the back of the daily files. In this case, October 6 now represents November 6.

Repeat this process until the next monthly file reaches the front. In other words, after you empty the daily file on October 31, the November file will now be in front – with the daily files “1″ to “31″ behind it.

Empty the contents of the November file into your in-basket, and then refile that folder to the back of the monthly files to represent November one year from now.

This is a continuous and dynamic file – at all times it has the files for the next 31 days and the next 12 months.

How the Tickler File is Used

Documents, notes, and reminders are filed in such a way that an action or review is automatically triggered when you need them to be.

So if you want to be reminded to handle something in the future, but don’t want to think about it now, it can be tickled to show up on the exact day or month you want to see it again.

And the big benefit of using file folders for your tickler system is that they allow you to store physical documents, including:

  • the form that needs to be filled out on a certain day
  • the memo that needs to be reviewed on a certain day
  • the telephone note that needs action on a specific date

Specific Sample Uses

  1. Do you have inspirational writings that you’d like to be reminded of on a monthly basis for your enjoyment? Tickle the document for the day you want to review it.
  2. Do you have important birthdays or anniversaries coming up? Tickle a note to give yourself two weeks to get cards, gifts, and make reservations.
  3. Did you get a direct mail ad for a laptop you wanted, but you can’t decide about it now? Tickle the ad in your file to show up three weeks later, when you might be clearer about your decision. 
  4. Do you have a special project that needs all your attention? Or are you going out of town? If so, determine the next day you’re available to handle regular work at your desk. Empty your tickler file into your in-basket up to that date. Then review all of the documents on your plate. Everything that can wait until that future date you’ll tickle in that file, to show up after you can return to your normal routine. Everything that can’t wait should be put in front of you and handled now – before you start on the project or leave town. 

Crucial Action

In order for this system to work, you must update it everyday. If you leave town for vacation or don’t access the system on the weekends, check the folders for the days you’ll be away – before you go.

Why?

If you forget to empty a daily file, you won’t trust the system to handle important information. Then you’ll have to manage those things some other way.

Fortunately, the tickler file system requires just a one-second-per-day new behavior to make it work. The payoff value, however, is exponentially greater than the personal investment.

More Resources

For more in-depth information on the tickler file system, purchase a copy of Getting Things Done. For a free setup guide, go to David Allen’s site.

3 Reasons Why You’re Not Reading Faster

Reading FasterHow much more would you learn, if you could read more in less time? If you’re able to read something just once, read it quickly, and comprehend what you’ve read, you being efficient.

The problem is, we have passive reading habits that prevent us from reading efficiently. Worse yet, we can’t get rid of these habits completely – we can only reduce their impact.

Becoming aware of them is the first step to reading faster. As such, here are the three most common passive reading habits.

Mind Wandering

This is also known as daydreaming. We all do it, but active readers do it less than passive ones. Mind wandering is effective only if you’re mentally applying what you’re reading to something you already know.

For instance, if you took a trip to Brazil a few years ago, and now you’re reading an article about Brazilian food, your mind will likely wander to your trip. You’re mentally relating what you personally experienced with the information in the article. This is known as active mind wandering, because it’s how you learn.

The opposite of this is passive mind wandering, which is thinking about dozens of other unrelated things. It could be remembering to pay your credit card bill, or thinking about an upcoming deadline at work. This type of wandering slows you down, prevents you from improving your comprehension, and wastes your time. If you want to read faster, then you need to reduce passive mind wandering.

How to Reduce Mind Wandering

One of the best ways to reduce mind wandering is to be engaged in your reading, and just read faster. By increasing your speed, your brain has less time to daydream.

Remember, the average person speaks 150 words per minute, while you can think over 400 words per minute. That leaves you with 250 words per minute looking for something to do. So if you’re not mentally engaged in what you’re reading, you’ll daydream . . . a lot!

Regression

This is flicking your eyes back to words you’ve already read. If you’ve ever arrived at the bottom of a page and wondered what you’ve just read, you’ll probably regress back to the top.

As with mind wandering, there’s also active and passive regression. Active regression is intentionally going back to look for what you’ve missed. You’re reading consciously, but you don’t get the meaning. So you go back with a purpose.

Passive regression is when you reread words because your mind is wandering. If you don’t trust your brain when reading, this insecurity will lead you to regress in order to make sure you understand the content.

How to Reduce Regression

To reduce passive regression, use the white card method. Take an index card, and place it above the line you’re about to read. As you read, move the card down the page, covering the line you’ve just read. As you learn other speed techniques, you’ll be able to move the card even faster.

Subvocalization

This means reading word for word, or moving your lips while reading. Although you can’t get rid of this voice, you can reduce it. Faster readers have learned to subvocalize less than others.

There are times when this talking is active and helpful. For instance, hearing your voice repeat information while you’re studying is active. It may also be wise to read the fine print in legal and insurance documents word for word, unless you’re already familiar with the jargon.

So although you may have a good reason to subvocalize, remember that it slows you down. Keep this in mind when planning your reading time.

4 Ways to Reduce Subvocalization

  1. Catch yourself doing it. You can’t do something about the talking until you realize you’re doing it.
  2. Read faster. The faster you read, the less you can talk word for word.
  3. Read keywords. This helps reduce the talking, since you’re only speaking the keywords.
  4. Use a pacer. A pacer technique like the white card method will help you read faster and reduce the talking.

For more tips on how to read faster, check out 10 Days to Faster Reading by Abby Marks-Beale.

The Secret To Getting More Time In Your Day

Turn Off Your TV

Do you complain about the lack of time? Wish there were more hours in the day? I have the answer. It’s really simple. Ready?

TURN OFF YOUR TV.

That’s it. Wanna know why?

According to The Nielsen Company, the average American watched over 34 hours of TV per week in the last quarter of 2010. Spread out over a week, that’s almost five hours of TV per day!

Here are more specific numbers broken down by age range:

  • Adults age 65 and older watched over 47 hours of TV per week.
  • Adults between age 50 and 64 watched 43 hours of TV per week.
  • Teenagers between age 12 and 17 watched over 23 hours per week.

Do you complain about not having enough time to read? Work on a meaningful project? Catch up with friends?

Cutting back on TV – either by just watching less or going completely cold turkey – will free up time for you.

Most people watch TV to relax or be entertained. It may help them unwind from a long day at work. Or, maybe they turn it on to escape their boredom.

But here’s the thing.

The biggest cost of watching TV is the opportunity cost of time that could be invested more wisely.

You could develop new skills, enjoy the company of friends, learn a new language, or train for a marathon.

And when you do watch TV, how much of it is good news anyway?

Does it brighten your day?

Give you hope?

Does it prepare you for a restful night of sleep?

Does it improve your life in any way?

For much of what’s on TV, the answer is clearly NO. It’s a poor use of valuable time. Negative, useless content just enters your mind.

Looking at these numbers, it’s easy to see how you can set yourself apart from the average American – just cut back on watching TV.

What could you do with an extra 34 hours a week?

Perhaps you could…

  • become fluent in a new language
  • start a side business
  • train for a marathon
  • develop stronger friendships
  • cook healthier instead of eating out
  • earn another degree
  • read good books
  • develop your hobby
  • improve your golf swing
  • take a course of your interest
  • volunteer at a soup kitchen
  • sell all your junk on ebay
  • get more sleep
  • write in your journal

The opportunities are endless. Invest some of these 34 hours toward your goals, and see what great things you can accomplish.

For more inspiration, check out this post on how turning off your TV can add years to your life and money to your pockets.

Photo by Mykl Roventine