Setting Up A Tickler File

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www.davidallengtd.com page 1David Allen Company 2008. All rights reserved. RV25MAY10

This is an organizational tool which can be used to simpliy the tracking o date-related items and to manage work ow.

It works well as an adjunct to personal planners and calendars, allowing them to be used or streamlined ocus on items that

require on-going review and access.

How Its Set UpIt consists o fle olders (letter or legal size) - 31 daily fles are labeled 1 through 31 and twelve monthly fles are labeled

with the months o the year. (See diagram on page 4.)

The daily fles are in the ront, beginning with the fles or tomorrows date (i today is October 5, then the frst fle would be

6). The succeeding daily fles would represent the days o the rest o the month (6 through 31). Behind the 31 fle

would be the monthly fle or the next month (November), and behind it would be the daily fles 1 though 5. Behind that

would be the rest o the monthly fles (December through October).

This means that the next 31 days (October 6 through November 5) are represented in the ront o the fle; and behind that are

fles or the next twelve months.

The next daily fle is emptied into the in-basket every day, and then re-fled at the back o the dailies (now instead o October

6, it represents November 6).

In the same way, when the next month fle reaches the ront (on October 31 the November fle will be the next one, with the

daily fles behind it), it will be emptied into the in-basket and re-fled at the back o the monthlies, to represent November a

year rom now.

This is a perpetual fle - at any time it has fles or the next 31 days and the next twelve months.

How Its UsedDocuments, notes, reminders o all sorts can be directly fled to automatically trigger action and/or review when needed,

without loading up daily planners or getting lost in miscellaneous storage.

I you want to be reminded to handle something in the uture, but dont want or need to think about it until then, it can be

tickled to show up exactly on the day or month youd like to see it again.

The advantage o using fle olders (instead o the old sales tickler system o index cards or even your calendar) is the ability

to store the whole document or piece directly into the fle (the actual orm that needs to be flled out, the memo that needs

reviewing then, the telephone note that needs action on a specifc date, etc.)

The Tickler File by David Allen


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Some Sample Uses1. Regular reports that need to be done on a standard cycle, e.g., weekly, monthly, quarterly. Put a dummy or blank orm in

the fle or the day/ month it needs to be handled, and continue to re-fle it as a reminder or the next one. Status reports,

evaluations, payroll taxes, etc.

2. Contact ollow-up that should be acted upon ater a certain period o time but which dont need tracking until then. Calling

a prospect ater their fscal year begins, requesting eedback ater someone has had time to review a product or materials,

calling someone ater theyre going to return rom trip, etc.

3. Reminders to do regular activities, such as: set / review goals, wax car, review someones perormance, call a relative,

clean fles, back up computer data

4. Track cyclical fnancial matters, such as: pay rent, do taxes (fle your 1040 in January), prepare statements, review

assets, review investments

5. Manage cash ow. Tickle bills to pay or appropriate time periods (maximize cash ow, prevent overdrats, etc.)

6. Review maybe actions. For instance, you may get a direct mail ad or something you might want, but cant decide about

right now. Tickle the ad in our fle to show up a week later, when you might be clearer about it

(or or when you think you can more aord it!)

7. Follow up on delegated actions.

8. Ensure ollow-up on orders/requests through the mail. (I it says six weeks or delivery, tickle a note [or the catalog, or ad]

or review when youd want to check on it, i it hasnt been received).

9. Manage work ow. This is particularly useul i a special project needs all o your attention, or i youre going out o town.

Determine the next unctional day you can be available to handle regular stu at your desk; and empty your tickler fle in

your in-basket up to that date. Then review all o the papers, notes and to-dos on your plate. Everything that can wait until

that uture date youll tickle in that fle, to show up ater you can return to your normal routine. Everything that cant wait

should be put in ront o you and handled now beore you start on the project or leave town.

10. Storing tickets or concerts, theater, etc. Tickle them or the day beore you need them, so you can then have them with

you. In the same way tickle yers or events that have directions, instructions, etc.

11. Ensure periodic enjoyment rom inspirational writings, jokes, or whatever youd like to see again. In general, use it oreverything that inspires you to say Id like to be reminded o that again but you dont have a place to put it.

12. Reminders o birthdays, anniversaries, etc. Tickle or appropriate lead-time to get cards, presents, arrangements made.

13. Reminders o warranty expirations. Tickle or lead-time to get covered services and repairs i needed.


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[Slice o lie: some real things in my tickler fle --DA]

- Amtrak ticket or the day I need it- Web printout o a piece o sotware I might want - dont want to decide about it or a couple o weeks

- Fax o program agenda and directions or a seminar Im conducting

- Inspirational pamphlet (to read monthly)

- Hotel confrmation ax

- Store receipt or an item shipped home rom another city

- Confrmation letter o closing an automatically billed account (Checkree) until next statement to veriy

- Inspirational postcard I wrote mysel rom a spiritual retreat

- One-year reminder about rom when I started wearing arch supports (manuacturer suggest getting

reftted yearly)

- Agenda or a meeting which includes a speech Im giving

- Stu I dont have time to deal with until Im back rom my next trip- Workbook to edit, or 3 weeks ahead o the next seminar, or capturing all the edits between now and then

- Canadian money or the day Im leaving or trip to Canada

- A letter and brochure about a book in which Ive contributed a chapter, announcing its launch several

months rom now

In order or this system to work...

1. Keep it updated every day. I you let it slide and orget to empty the fle every day, then you wont trust the system to handle

important data. Youll then have to manage those things some other way, and the tickler fle will turn out to be more o a

nuisance than a help.

I you leave town (or dont access the fle on the weekend) then you must keep it reviewed ahead o those days. Some

people preer to have secretaries or assistants maintain this fle or them.

2. Dont store data or documents here which you or others may need access beore the date fled. Tickle a copy, or a note

saying pull the X fle when you want to see the material again.


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Set up on October 5

OCTOBER

SEPTEMBERAUGUST

JULY

JUNE

MAYAPRIL

MARCH

FEBRUARYJANUARY

DECEMBER5

4

3

2

1NOVEMBER

31

30

29

28

27

26

25

24

23

22

21

20

19

1817

16

15

14

13

12

11

10

9

8

7

6

For more David Allen Company tools and educational content, check out our GTD Products section at davidco.com.

For our online learning center, visit GTD Connect at gtdconnect.com.

Setting Up A Tickler File

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