Message #31556

[vegasadmin]

A variation of a tickle file that I like is, instead of having files labeled A-Z, have files labeled 1-31 and 12 other files labeled January-December.  When you receive something (e.g. a request for mailing labels for a mailing going out in two weeks - amd wouldn't such forethought be lovely!), determine when you'll need to actually begin working on that project and file the request in the file for that day.  (So if you receive the mailing label request on the 3rd but know you won't need to begin working on them till, say, the 10th, put them in the file labled "10".)  If it's something you won't need till the next month, file it in the file for the month you'll need it.   (E.g., you receive the monthly state sales tax form for September on the 26th of September but it's not due till the 31st of October, file in the file labeled "October".)  Each morning, check your file for that particular day.  If you prefer, check it the day before during the last half hour of the day and put everything in your "to do" tray.  If you reach the end of the day with some tasks not finished, put them in the file for the next day (or back in the "to do" tray - the system is reasonably flexible).  Near the end of the month, pull the items for the next month and put them in the appropriate daily files.

A good way to handle recurring tasks with a tickle file is to write each task down, with the due date, on a separate piece of paper and put them in the appropriate daily file.  Don't even bother with the monthly file for them - just pull the reminder on the appropriate day, put it in your "to do" tray and when it's done, place it back in the file you pulled it from and it's ready for the next month.  (If it's a quarterly or annual task, then you'd probably want to put it in one of the monthly, rather than one of the daily, files.)

I've found that a small, portable hanging file frame - I have a sturdy plastic one that coordinates with my other desk accessories - setting on my desk works better for me than a tickle file in a drawer because, like you, I tend to forget about things that are shut away in a drawer.  In conjunction with the tickle file, an "in" tray, a "to do today" tray, and a "finished" tray, as well as one of those A-Z bound books to sort filing and hold it till I file it help me stay organized and help keep my desk top pretty uncluttered.

Colleen