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No
matter how computerized you are, there will still be paper clutter - memos
to discuss at a meeting, proposals to review, things to read, bills to pay.
Most of us have piles and piles of current paper on our desks. We leave
papers in plain sight for quick access or to remind us to follow up.
Obviously, we can't file this stuff because it's still active. So we leave
it out on the desk, in plain sight, so we don't forget.
The problem is, the 'leaving in plain sight' method soon backfires -- a few
papers turns into a pile, then several piles --now the only thing you can
see is the top layer. For most people, this causes lost files, wasted time,
missed deadlines, and stress. Wouldn't it be great if there was a system to
keep current papers close at hand, yet organized -- and reclaim your desk as
a work surface?
There is a system, and it's called the tickler file. (If you're buying
office supplies online, try searching for "everyday file.") I've used one for
years and I don't know how I ever managed without it. It's an open-sided
accordion file with 43 slots -- 31 are numbered for the days of the month,
followed by 12 slots labeled January to December. The 1-31 slots are always
used to hold papers for the current month; the 12 monthly slots are for
future months. For example, during the month of March, the numbered slots
hold papers for March, according to the day of the month when you'll act on
each paper. Every day, first thing in the morning, you remove the papers in
that day's slot and also check the next few days' slots to see what's coming
up.
By the end of March, the 1-31 slots are empty, and ready to hold April's
papers. Now you'll spend a few minutes doing the monthly ritual: Remove all
the papers from the "April" slot, look at when they're due, and insert them
into the appropriate 1-31 day slots. Directions to a meeting on April 7 are
put into the 7 slot. An agenda for a meeting on April 14 go in the 14 slot.
Some items should be put in early --a birthday gift idea for a friend whose
birthday is on the 20th should go in the 10 slot - this gives you time to
shop and mail the gift.
While some people use a standard accordion file, I don't recommend it
because it's very difficult to see what's inside. A bona-fide tickler file
is much better because it's open on both sides, making it much easier to
open up and see the contents. You can open it fully on the desk or on your
lap. I've noticed that the people who lose things in their tickler files are
those who use an accordion folder instead of a real tickler file.
The tickler file was originally designed for people who have a lot of
time-sensitive follow-up activity, like sales people. But that's only a tiny
part of this tool's potential. The tickler file can hold memos on which
you're awaiting a response, phone calls to return on specific dates, bills
to pay (file them several days before the due date), decisions you must make
by a certain date (if you're going a seminar, you must register in advance),
a project you'll begin next month, airline itineraries and tickets, greeting
cards to be mailed, dry cleaning tickets, things to give to friend you'll
see on a certain day, and so on.
Now you can use your desk as a work surface again, using it only for what
you're working on right now. Everything else has a home in the tickler file,
depending on the date you'll need it. Once you begin to think this way,
you'll find more and more uses for your tickler file. For added peace of
mind, make a note in your calendar - whether it's paper or electronic - for
important, time-sensitive items. (If you don't have enough papers to warrant
31 slots for each day of the month, create a simpler version with 4 hanging
file folders, one for each week in the month.)
People ask me how I remember to look in my tickler file everyday. I can't
possibly not look - I couldn't function without it. (I use the Everyday File
and Fast Sorter from Globe-Weis.) It just takes a little discipline to get
started, just like any other good habit.
The seconds it takes to drop papers into the tickler file is nothing
compared to the hours it'll save you every week - and the stress it will
spare you. You'll no longer waste time looking for papers. You'll be on top
of things because you can see what's coming up. You'll act on things before
they're due, rather than at the last minute. You'll find yourself
automatically reaching for your tickler file many times each day. It will
make your life so much easier, you'll wonder how you managed without it.
About the Author: Jan Jasper has been
training busy people to work smarter, not harder since 1988. She helps
clients streamline their systems and procedures, form optimum work habits,
use technology efficiently, and manage information overload. Her specialty
is helping people who've already worked with professional organizers and
coaches and are still not able to get it all done. Jan is the author of Take
Back Your Time: How to Regain Control of Work, Information, & Technology
(St. Martin's Press).
She recently completed a North American media tour as
the national efficiency spokesperson for IKON Office Solutions, Inc. In
2001, Jan was the office productivity expert for staples.com. She has
appeared on radio and TV all over North America and is quoted regularly in
print. Jan is currently on the board of the Tri-State Chapter (NY, NJ, & CT)
of the National Speakers Association. |