OPTED Magazine

A tickler file is a filing system based on an idea outlined in David Allen’s book about Getting Things Done, or GTD.  The filing system involves 31 slots or folders for each numbered day of the month, with 12 folders for each month of the year.  These 43 folders serve as a system for filing important pieces of paper for reference on the day that you need them.

How does it work?

Anytime you come across a piece of paperwork, such as a bill or memo that includes an important date, the paper is inserted into your tickler file system.  For example, if my phone bill is delivered to my house and is due next month on November 15th, I’ll file the bill in my “November” folder.  At the beginning of each month, pull out the folder for that month and sort each of the pieces of paper according to what day of the month they are relevant.  In the case of my phone bill, on November 1st I would open the November folder, take out the phone bill, and probably file it in folder “#10″ so I make sure the payment arrives on time.

Another example could be phone messages.  If I get off the phone with a client and they tell me they are going on vacation, but that I should call back in one week, I would get off the phone, write a note to myself, and place it in the numbered folder for one week from today as a reminder that I need to call her.

How can I make one?

For a long time I used a 31 pocket expandable file.  You might remember me referencing this multi-purpose office supply in other blog posts like this one here.  Using an expandable file is an easy and inexpensive way to create a tickler file system.  You would also need to procure 12 folders for your monthly files to make the system work.

I recently upgraded my tickler file system by deciding to reduce clutter, increase organization, and improve the decor of my home office by purchasing a black bill organizer (set up as a tickler file) as shown in this picture.  The slots are the perfect size for bills and memos, and now the drawer easily stores office supplies that previously cluttered my desk.  It’s a modern, functional piece that I highly recommend!  I found a link for it on Amazon’s website, but it’s also sold at Target (which is where I purchased mine).

Also, if you’re looking to save space and use a binder as part of your organization system, check out WhiteHatBlackBox’s compact tickler file.  The site has some other great stuff and I highly recommend it!

FAQ’s

Why would I use this if I have a digital or electronic task manager?

I also have a web-based task manager, but I found there are too many instances of things that are in paper form that need a reminder system and that I can save some extra time by popping quick memos in the file.  For example, some of my bills only have paper delivery and I frequently tear out magazine clipping that remind me of things I need to do in certain months.  Storing those things in one place and having an electronic reminder wouldn’t make much sense in those cases.

Will there be enough situations I can use the tickler file to justify creating one?

In my opinion, yes.  There will be more than you think!  Examples of items I drop into my tickler file include wedding invitations, print outs of travel itineraries, bills, magazine clippings, receipts go in the “#31 folder” for when I reconcile at the end of the month, calls I need to make, once-a-year papers like taxes or insurance, etc.

Hopefully you’ve found this information helpful and enjoy the organization that your tickler file will bring!

If you liked this post, you might like::

1. Simple scrapbook organization system