Buzz
If you're constantly battling a growing to-do list and wasting valuable time trying to stay on top of things, a tickler file might be the game-changer you need. This system breaks your tasks and paperwork into daily, weekly, or monthly sections for easier management. Whether it's keeping up with bills, planning meetings, or following up with clients, tickler files bring clarity and order. Follow Step 1 to learn how to build a traditional physical tickler file or go digital with an online option.
Instructions
Building a Physical Tickler File
Collect your supplies. You’ll need either a filing cabinet or a folder hanger, along with 43 separate folders. These will be used to represent the 12 months and the 31 days of the month.
- While there are several ways to organize a tickler file, this setup is widely considered the most practical and straightforward.
Label your folders. Assign month names to 12 folders—one for each month. Then number the remaining folders from 1 to 31 to represent the days of the month.
Arrange the folders. Sort the folders based on the current month and date. For instance, if it’s June 15th, put folders 15 through 30 in the June section and folders 1 through 14 in July.
- Note: Although June only has 30 days, keep folder 31 at the end to simplify moving it to the next month without confusion.
Start filling the folders. With your system set up, insert reminders, bills, letters, or any items that need attention on specific days into the correct folders.
- Store upcoming tasks in the matching monthly folder. Once that month arrives, distribute them into the daily folders.
- If a task spans several days, file it on its starting date—not when it's due!
Keep your file within reach. For the tickler file to work effectively, it must be close to your main workspace. Easy access helps ensure consistent use without breaking focus.
Make it part of your daily routine. Every morning, take the contents from that day's folder and place them on your desk. As tasks are completed, either archive or discard them. Move the folder to the back of the next month’s stack.
Setting Up Google Calendars
Launch Google Calendars. Use Google Calendar along with Gmail to build a digital tickler file that delivers daily reminders. To begin, you’ll need a free Google account.
Start a new calendar. To keep your tickler file separate from your main events, create a dedicated calendar. This allows for customized reminders and quick toggling.
- Click the arrow icon next to "My calendars" on the left.
- Choose "Create new calendar".
- Name it something like "Tickler" and optionally add a description.
- Click the Create Calendar button to finish.
- While adding tickler items, hide your main calendar by unchecking its colored box. This helps ensure your entries land in the right place.
Log tickler events as all-day entries. Add a new all-day event for each item by switching to Weekly view and using the thin bar at the top beneath the dates.
- Click on the blank section to bring up the New Event pop-up, then select "Edit Event" for more options.
- Fill in your event’s details, including the title, location, and a thorough description. Add relevant links, emails, or document excerpts.
- Use color-coding if you want an extra layer of organization.
- Remove the default reminder, since a different alert system will be set.
- Be sure to schedule the task for when it needs to begin, not when it’s due.
Get daily summaries. After entering all your tasks, configure Google Calendar to email you a daily agenda. Click the Gear icon in the top-right and go to Settings.
- Navigate to the Calendars tab, then hit "Reminders and notifications" for your tickler calendar.
- Select the "Daily agenda" checkbox. You’ll receive an email at 5 AM every morning with that day’s tickler items in your Gmail inbox—perfect for reviewing over coffee.
Keep building your tickler system. As new tasks come up, be sure to file them under the correct dates. It’s helpful to dedicate a couple of days each month to double-check that everything is logged correctly.
- If you notice the same tasks cropping up frequently, consider setting them to repeat automatically so you won’t have to re-enter them each time.
Organizing with Evernote
Set up twelve notebooks. Evernote offers a free way to manage notes using a notebook-style format, making it perfect for a digital tickler file. Start by creating twelve notebooks—one for each month—and name them with the month number first to keep them in the right order.
- Example: "01 January, 02 February, 03 March ... 09 September, 10 October, etc."
- To make a new notebook, click the boxed arrow next to the Notebooks header and select "New Notebook...".
Group notebooks into a stack. Once your twelve monthly notebooks are ready, group them into a single stack. Drag "02 February" onto "01 January", and you’ll be asked to name the stack—use ".Tickler". The period ensures this stack appears at the top of your Notebooks list.
Create daily notes for the month. Inside the current month’s notebook, click "+ New Note" to start adding daily entries. Name the first note "01" for the first day, then continue creating a note for every day of the month.
- When you're done, go to the "View Options" at the bottom and select "Title (ascending)" to sort your notes in proper order.
Populate your notes. With your framework ready, begin adding content to each note. Just like a paper tickler system, place tasks on the day they need to be initiated—not their final due date.
- Use tags to enhance searching and sorting through your tickler data with ease.
Set up reminders. Click the alarm clock icon at the top of the note to configure an email reminder. Once your tickler system becomes part of your daily routine, you’ll likely find you won’t need reminders at all.
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If your tickler file becomes overwhelming with daily entries, consider creating separate systems—organized by days, weeks, or months—for different categories of tasks. Clearly label each one based on its function. For example, you could have one tickler for bill payments and another for following up with contacts.
