43 Folders Yes or No

[SalesDave]

I am working on setting up GTD for myself and have the following question for the more experienced among us:

Do you find that physically creating a 43 folder filing system for reminders a valuable use of time? Or do you find using an add-on to Outlook such as GTD or Jello Dashboard negates the need for the 43 folder system?

The reason for this question is to help me determine the best use of my resources when implementing GTD. Thanks in advance.

Dave

[Scott_TX]

Dave, one of the big advantages of using 43 folders for me is putting items in it that I want to see at a later date. This includes inspirational items to read, actual forms that I need to fill out at a later date. I also put 3x5 cards in my folders to remind me to do things like change the air filter on the first of the month. Some of these things can be done in Outlook, but others are easier to do with real folders.

[kewms]

Well, I "created" my 43 folders by buying 31-slot and 12-slot accordion files. So the investment of time was pretty trivial.

Usually the things that go in mine are either physical items -- like tickets -- or things that I haven't processed to the point of being ready to put into a more formal system. I no longer use Outlook, but even when I did I still found the tickler file useful.

Katherine

[unstuffed]

My 'creation' of the 43 folders took as long as it takes to write the numbers 1 - 31 and the months January - December on some folders. Voila, the tickler file.

And yes, it is useful, monumentally so. I stick bills and event notices in it, notes about stuff I don't have time for right now but want to get to soon, and a whole bunch of stuff.

Adding things to the tickler file takes about half a second, which is way less than it would take to type up the details and add it to an electronic record. I'm a big exponent of doing as little as possible.

[tominperu]

As others have suggested the investment in time in creating a tickler file is pretty minimal. I created and tried to use one before but I found that most days when I looked in it (at the beginning of the day) there was nothing inside. This meant I started to not bother looking into it and so the system broke down.

I find putting postdated actions in Outlook just as easy and this system hasn't broken down for me. The action just appears in Outlook which I look at every day without fail. If there is physical object associated with the action then have a sort of "general actions support material tray" (I've just invented the name!), which I put the object in and I refer to this object in the postdated action. It seems to work fine although I admit if if the tray started piling up with stuff it would be a problem.

You just need to try different systems and find out what works for your particular workflow and personal style.

[notmuch]

My experience mirrors tominperu's. I did the 43 folders for about 6 months, and then abandoned it.

I suspect if you are using a predominately paper system, and/or handle a lot of hard copy material, then the folders make more sense. I'm mostly digital so any recurring reminders are already automated. I also developed some bad habits where items just kept getting re-filed farther and farther back... rather than just getting them into my system (Active Support, Read & Review or S/M) or into the trash can. The final nail was that I travel a lot, often on short notice, so the fewer the files to check (or pack) the better. YMMV.

[jknecht]

My system is almost entirely digital (Outlook and PocketPC), but I do find the 43 folders to be helpful for those odd times that I need a physical piece of paper on a given day. It's also useful for parking things I just don't want to think about yet. Another thing I use it for is to park tasks that have a start date, but not a specific due date.

Most days, my daily tickler folder is empty. This used to create a bit of apathy on my part toward checking the file on a daily basis. There were whole weeks that would go by without me checking those folders, until I started sticking my keys in the tickler file each night before I go to bed. Now I'm virtually forced to check the tickler each and every day.

[Eutychus]

Well, I "created" my 43 folders by buying 31-slot and 12-slot accordion files. So the investment of time was pretty trivial.

Usually the things that go in mine are either physical items -- like tickets -- or things that I haven't processed to the point of being ready to put into a more formal system. I no longer use Outlook, but even when I did I still found the tickler file useful.

Katherine

Why did you give up Outlook??

[kewms]

I went to a paper-based system. And then I bought a Mac.

Haven't missed it.

Katherine

[tominperu]

...There were whole weeks that would go by without me checking those folders, until I started sticking my keys in the tickler file each night before I go to bed. Now I'm virtually forced to check the tickler each and every day.

Great tip!!

[Edith]

I too am mainly digital, but find the Tickler a good place to keep paper that refers to some of my lists. I have a tickler at home and at work and i think I probbaly make more use of the home one that the work one. The discipline is then checking it.

[Rainer Burmeister]

My experience is similar to that of tominperu and notmuch. My boss gave me those two accordion files about 17 years ago, but I gave it up after several months, because I couldn't find anything in it when I needed it. Decided to write the items in my calendar and keep the papers in project binders.

After starting with GTD several years ago, I re-activated those two accordion files four times, but finally gave up on them. Now I keep the papers in binders and folders and write the items in my diary to keep my calendar free from clutter.

On the other hand I know assistants who use the accordion files and it works great for them. They have made those two accordion files a central part of their systems and have the habit of maintaining it painstakingly.

Rainer

[Cpu_Modern]

because I couldn't find anything in it when I needed it.

This is IMHO the one unsolvable downside of the 43 folders: when you need a document that is somewhere in the tickler... How to find it?

However, I can imagine a tickler-file as the central tool for nearly the whole system. For instance imagine you work in a workshop and all paperwork you need to do are some technical forms and bills. Then you just shuffle the paperload in the tickler around. More organization would not be needed.

[pixlz]

I use both.

I have 12 hanging files labled Jan - Dec and 31 tabs (from staples) which go into the current month. I use when there is a physical item such as tickets or printed travel and accommodation details which I prepare during the previous review (I travel frequently).

In my Mindmanager action list I have a section which has the same sections as branches and that is where I make a note of things such as flea treat the dog, the sign up window for my next distance learning course and also when I want to kick start one of my non-current projects (someday/maybe).

Sharon

[kewms]

This is IMHO the one unsolvable downside of the 43 folders: when you need a document that is somewhere in the tickler... How to find it?

If you were going to need it, why did you put it in the tickler in the first place? I only use my tickler for things I'm unlikely to need before the tickler date.

Katherine

[CJSullivan]

[QUOTE=Cpu_Modern;48147]This is IMHO the one unsolvable downside of the 43 folders: when you need a document that is somewhere in the tickler... How to find it?

It takes me literally a minute to look through each of my 43 folders (which I've only had to do occasionally). The other option is to make a note in your electronic system when you trace a doc you may need before that date. I just note "T0407," telling me I traced the thing to April 7th (usually in a note attached to the project, or whatever...I use Palm desktop for my GTD).

[mikeobrien58]

I resisted using 43 folders for a long time -- it seemed so secretarial somehow -- but I finally did it, and found it to be a great stress-reduction tool for dealing with overwhelming stacks of paper -- mail, bills, etc. that need processing but I don't have time to process it all right now.

I pick up a piece of mail -- let's say a bill -- open it up, decide when it's due, and stick it in the folder for a week prior. Now I don't have to think about it or look at it anymore, and it's out of my inbox. What's left to process is only the stuff that really does have to be done right now.

I'll confess that I cheated a little and made one folder labelled "1, 2, 3, 4, 5" rather than 5 separate folders. That's precise enough for my purposes.

Try it -- it's a low-risk investment. If it doesn't work for you, you've wasted a few manila folders, that's all -- just re-label them.

[martefie]

I'm on maternity leave now, and before I left work I put all sort of stuff in my tickler that I knew my substitute would need, like reminders of staff meetings to attend and clients to follow up within the next year.

She loves the tickler, and has put reminders in it for when I'm back in August. She has actullay set up one at home too. As far as I know, she has never heard of GTD.


martefie

[madalu]

My problem with the 43 folders was that they added complexity to the system. The tickler was one more thing to check and maintain. Wouldn't it be just as easy to make a note on the calendar--"pay electric bill"--and to file the document in a "bills to pay" folder? You're already maintaining a calendar and alphabetical filing system. So why introduce a third level of complexity?

I would even suggest that the method above allows for a little bit more control over material. Let's say, for instance, that it's the middle of the month and I want to get a sense of where I'll be at financially at the end of the month. It's a lot easier to pull out a "bills to pay" folder and review all my bills at once than it is to rifle through a tickler file.

Likewise, let's say that I have a document I need to bring to a meeting on 4/28. If I file it in the tickler, what happens if someone calls me about the document or asks me to photocopy for them ASAP? Granted, it's probably easy enough to go to my calendar and remember that I had filed the document away in the tickler for a particular meeting. But wouldn't it be just as easy to file it in an alphabetical system and then to jot down a reminder on my calendar to bring file/document X to the meeting?

The tickler is particularly problematic if you and your partner/spouse both need access to your bills for review, payment, etc. In that case, your best bet is to have a common place where you keep your bills to pay and to put reminders on your calendar.

Finally, I personally found the tickler made it way too easy to defer making decisions on stuff--especially random junk like magazine offers, events, etc. I would pull this stuff out of the tickler, look at it, and then put it a week later. Weirdly enough, the act of deferring this stuff was actually somewhat stressful--it made me feel like I was procrastinating on stuff that wasn't really important. Without the tickler, I'm forced to make a decision: either throw it away, create an action/project, or put the item on an incubate list. Making this decision reduces the stress. For me, at least, the tickler actually encouraged the habits of postponing decisions that GTD is supposed to overcome. I can't give myself the luxury of that out.

That said, a lot of the comments here have made a very strong case for the tickler.

[Howard]

I've had a similar experience to Tom's but I don't want to get rid of the 43 files (hate the word "tickler"). I make sure I put it in an unavoidable position on my desk when I know I've got something coming up. That way I always check it and keep trusting it.

[kewms]

For what it's worth, my May folder contains the following items:
* Automatic turnpike toll gizmo. We're moving out of state, so need to return these to the turnpike authority. This one is from my husband's car, which has already left. It's a reminder to retrieve the one from my car, which I still need.

* Dentist appointment reminder card. This is also in my calendar, but the card reminds me to double check the date. I made the appointment six months ago, so who knows what else has come up. (Like moving!)

* Reminder to find an insurance agent in our new location.

* Reminder to evaluate and possibly cancel my web page hosting service. (Moving to a leased server.)

* Reminder to ask my accountant about the tax implications of the move.

* Folder containing my annual and monthly planning sheets, filed for review at my May monthly review.

The folder and the turnpike tag, being bulky physical items, would need to be filed *somewhere* regardless of what I did with the reminder to deal with them. The May folder is as convenient as anywhere else.

The other four items could have been put in an electronic system as dated task items. Since I use a paper system, the alternative to 43 Folders would have been to write them in my calendar for May. This works just as well, and saves a step since I just threw the scraps of paper I captured these on directly into the May folder.

Katherine

[Eutychus]

I went to a paper-based system. And then I bought a Mac.

Haven't missed it.

Katherine

It is not the best piece of work from MicroSoft. Are you still using the paper-based system?

[Eutychus]

It is not the best piece of work from MicroSoft. Are you still using the paper-based system?

Apparently so, from your other post!

[kewms]

Are you still using the paper-based system?

Yes. It took about a month to stabilize once I switched, but since then essentially nothing has changed except I got a nicer notebook to keep it in.

Katherine

[Ruud]

I think this may depend on how many future actionable items you have per specific day.

I do not have enough physical items to warrant a 43 folder setup. It quickly became a drag: check empty folder, move empty folder to next month.

Instead I use a 12 folder setup.

Outlook acts as the date-specific tickler. The month folder itself as the future reminder and "support" material.

Outlook reminder comes up: theater date coming up. It's April so those tickets are in the April folder.

Likewise when I come across my December folder it contains cue-cards with things to do/prepare for Christmas.

[TesTeq]

If you were going to need it, why did you put it in the tickler in the first place? I only use my tickler for things I'm unlikely to need before the tickler date.

Because some of us do not know the future. ;-)

You write that:

I only use my tickler for things I'm unlikely to need before the tickler date.

The key is this "unlikely" word. There is some chance that you will need to find the document earlier and in this situations the Inherent Tickler File Search Inefficiency (ITFSI) occurs.

[Rainer Burmeister]

hate the word "tickler"
Agreed. The use of the correct British English term "bring forward file" instead that "tickler" slang word would make things easier.

Rainer

[pixlz]

Agreed. The use of the correct British English term "bring forward file" instead that "tickler" slang word would make things easier.

Rainer

My Fiance was in the Airforce and they used the term suspense file.

Sharon

[Jochen]

When I read the book for the first time, a few months ago, I wondered "Why should I start with those 43 folders?" - and never did.
When something gets into my 'In-Box' it never takes more than 2 minutes to get the 'project' started. 'Next action' defined - filed - done.
If it's a bill to be paid it takes less than 2 minutes to enter the data into the accounting programme on my PC ('Quicken') and the sum will be transferred automatically on the preset date - filed - done.
I hardly ever have any physical object linked to a specific date, so there's nothing left for those folders.

[webhak]

I like the term "suspense file" as that seems to describe it pretty well.

The head of our company is a neat freak and is a strong advocate of clean desks...no clutter. He has a history of coming in and cleaning off your desk for you if you do not heed his warnings.

While it might seem a bit draconian, he does have a point in that you can only work on one piece of paper at a time.

I sweep the contents of my desk into the 43 folder system at the end of the day. ;) The next morning, I go to the appropriate date folder and pick up where I left off.

[madalu]

I sweep the contents of my desk into the 43 folder system at the end of the day. ;) The next morning, I go to the appropriate date folder and pick up where I left off.

Nice idea!



The head of our company is a neat freak and is a strong advocate of clean desks...no clutter. He has a history of coming in and cleaning off your desk for you if you do not heed his warnings.

While it might seem a bit draconian, he does have a point in that you can only work on one piece of paper at a time.


There has to be a law against such managerial bullies. Paper, for some people, is essential for visualizing work. Didn't David Allen say somewhere that piles are organized if you've reviewed and sorted them?

[TesTeq]

Didn't David Allen say somewhere that piles are organized if you've reviewed and sorted them?

I've never heard David Allen say anything about organized piles.

Due to the laws of physics piles are dificult to organize and maintain. It is nearly impossible to put items in the pile in the A-Z order. And when you try to retrieve a random document the pile spectacularly collapses.

[madalu]

I've never heard David Allen say anything about organized piles.

Due to the laws of physics piles are dificult to organize and maintain. It is nearly impossible to put items in the pile in the A-Z order. And when you try to retrieve a random document the pile spectacularly collapses.

I believe he says something about a "to read" pile and/or file. And isn't a tickler file simply organized clusters of information?

I'm not suggesting piles as a permanent filing system. Rather, simply the temporary piles that one creates everyday. E.g., when I'm working I'll have materials out for the current project I'm working on. But I'll also have piles that contain my lists, my calendar, to read, stuff to file at the end of the day--and above all, my inbox.

Ideally, you would try to get everything processed and filed by the end of the day. But if I'm working on a crucial project, I sometimes like to leave the files in a state where I'll be able to pick up right where I left off.

In this regard, a neat freak boss would hinder my productivity. Managers and bosses who delegate everything--and thus like to have their desks and minds "clean"--should have some patience and/or understanding for those who actually have to get their hands dirty with voluminous paperwork.

But the idea of using the tickler for this purpose is a cool trick.

[kewms]

FWIW, many "clean desk" environments are that way for a reason, not just because the boss is a neat freak. And many neat freak bosses got that way from years of working in clean desk environments.

The most common reason is security: if you leave stuff lying all over your desk, then anyone can see what you are working on. That's a huge no-no if you're working on classified materials, but not great for any kind of trade secrets. Also not great if you work with confidential client information, like medical, legal, or financial records.

Another reason is safety. If you're working in a research or engineering environment, the stuff on your desk or workbench could easily include hazardous chemicals, ignition sources, and so forth. If you always put everything away, you'll never have to worry about whether you left your soldering iron plugged in.

I've recently become a neat freak because my house is for sale. I don't necessarily want potential buyers to know why I'm moving or where I'm moving to, which means making sure the relocation stuff is tucked away in a drawer. Plus there's the desire to keep the office neat so that it doesn't look any smaller than it actually is. Strangely enough, now that I've gotten in the habit I find that I don't really need all those piles after all...

Katherine

[cornell]

I think the tickler *functionality* is crucial for just about everyone. That said, if the # of items in your tickler system is low, or if you don't like managing it every day, there are alternatives.

If using a tickler file: Create the 43 folders as described elsewhere, or buy an all-in-one "sorter" file, e.g., the Staples EveryDay Letter Size File & Sorter, 1-31 & Jan-Dec (Item 422683) or the "Everyday File" from Globe-Weis.

If not, use the "calendar/holding file" technique (as Stephanie Winston calls it) - more in Some common GTD questions, with answers (http://ideamatt.blogspot.com/2006/04/some-common-gtd-questions-with-answers.html#3)

[@Stephen]

Method 1: Home, where I do have things that are date-specific but will not physically fit into my calendar (which I refuse to stuff with notes and errata). this is a full-on 48 folder system (12 months + 31 days this month + 5 days next month). My wife generally gets the mail, takes what she needs, and puts the rest in the In-box. When I get home from work (later than she does), I zip through the In-box: Tickle the bills for the date of the next Weekly Review, toss the junk, Do what may need to get addressed immediately, and Defer the rest to an appropriate time (usually WR day again).
Simple. Then, each morning, while the coffee is brewing, I check the contents of "today's" folder, sync with my paper calendar, and get on with my routine. Again, simple.

Method 2: Work, where I have much less to Tickle (and a CRM that I must use), I just have a 3-ring binder with tabs labeled for each month and 1-31 in the appropriate month's section. There is one sheet of blank, 3-hole punched paper for each day, and I just write down (or punch and insert) whatever might need to be tickled. Most if my work activities go into the CRM and I get an automatic reminder when they are due.

I have found the 48 folders to be invaluable. There is a complete description of my GTD hardware here (http://hdbizblog.com/blog/2007/02/21/my-gtd-system/), and my method for the Weekly Review here (http://hdbizblog.com/blog/2007/03/01/updating-your-system/)(including downloads of Review Checklists).

Let me know what you think.

[Constant]

There has to be a law against such managerial bullies. Paper, for some people, is essential for visualizing work. Didn't David Allen say somewhere that piles are organized if you've reviewed and sorted them?

Shouldn't the manager be more conscious of productivity over neatness? One thing David Allen did say is "some people have nothing very well organized and some people have Nothing, very well organized." :)

[nancyrezmer]

What a great idea to keep the keys in the Tickler File. I have a home office, so the car keys are not a critical item. However, I'm always looking for my reading glasses, so I will give them a new home tonight to improve my tickler batting average. I think the reading glasses might be the "key" to getting those tickler files opened everyday.

Nancy:-D

[jkgrossi]

I find my tickler file to be an essential piece of my system...

It's great for things that you want to act on, but not right now. Yes, you could put these items on your calendar... but personally, I don't like things cluttering up my calendar. It turns the nice, hard edges of that landscape into something less desirable.

To give you an example, I'm in the process of interviewing candidates for an open position on my team. I've got a bunch of them tomorrow, and the individual appointments are on my calendar. What do I do with the actual resumes? I could put them in a file folder labeled 'resumes', but if I'm going to file them anyway why not put them into the tickler system?

Tomorrow when I come in, they'll be right there in my inbox waiting for me.

As another example, today I went to the doc. He said, 'call me in June to schedule an appointment for July'... Now, I could put a note in my calendar for June 1st that says "Call Dr. for July appt". Problem is, MUST I call him on June 1st? No... so now the hard edges of my calendar are getting muddy...

What if I don't call him on June 1st? I suppose I could move the reminder... but there you go again messing w/the calendar. So... what did I do? I simply put a note "Call Dr. for July appt" in my June folder. When I bring it forward, I'll pick a day and drop it in that folder. If that day comes up and I don't feel like calling, I'll pick another day and drop it in that folder...

The tickler is useful for all sorts of things like that.... Tickets to a play - drop them in the folder for that day. Random $5 or $10 bill... nice surprise to come into one morning...

Jim

[jknecht]

Random $5 or $10 bill... nice surprise to come into one morning...

This tickles me. I'm going to have to give it a try. Thanks.

[OKLibrarian]

I have a "tickler", if you will, to check my tickler file as part of my morning routine. In my case, my ticklers are mostly recurring actions (running various system reports, weekly review, stuff like that). I track them on index cards, and if I have backup paper material, I generally put it in my "waiting on" folder (computer or manila, depending if it's hard/soft copy), and put a crossref to that file on the index card for the action. I don't tend to have very many supporting docs for my tickers, so that works better for me than having an 8 1/2 * 11 tickler file as well as an indexcard tickler file to check daily. Your mileage may vary, some cars not for use with some sets. :)