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| How to Create a Custom Ticker File |
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We are all being buried in paper!
Rather than delivering the promised “paperless office”, technological advances like the computer, laser printers, email and the Internet, have created the “paperMORE office”. Over 600 Million pages are printed EVERY DAY – enough to create a filing cabinet 170 miles long! The Wall Street Journal says the average white collar wastes 6 weeks a year searching for lost information.
Now there is a solution! “The Paper Tiger” system! The Paper Tiger was developed to help you manage this avalanche of paper. Your bottom line benefit is this: “Find anything in your office in 5 seconds or less- guaranteed!”
To learn more, click here: Paper Tiger
For now, here is a tip to get you started in organizing the papers you deal with that requires action. |
How to Create a Customized Tickler File System 
There are two components to an effective tickler file system. The front part contains the accordion file with tabs for days of the current month followed by tabs for months of the year. The part behind that is customized to your needs and consists of individual hanging folders labeled for repetitive actions you take.
If you aren't sure how to tailor this to your needs, just go through a recently created pile of papers and mail—things that you didn't have any place to put but didn't want to forget about. You'll soon be able to identify what customized action files you need. I also recommend creating a Future Years tab behind this (for papers to be handled next year or beyond). |
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Label each file with the verb that describes the action required by you. Here are some examples:
- Pay: a place to put invoices or bills until they are paid
- Expense Reimburse: a place to store your receipts until you submit them for reimbursement.
- Discuss: a folder to put notes in for weekly meetings with the same person. If you meet with several people weekly, I suggest you create individual folders with each person’s name on them.
- Call: a place to store phone messages until you have time to return calls.
- Calls Expected: a place to store papers you need to refer to when you are expecting someone to call you back
- Data Entry—Contacts: addresses, phone numbers, business cards to enter into address book and/or contact management system.
- Data Entry—Finance: a place to put receipts until you enter them into your bookkeeping software.
- Photocopy: a place to store things to be copied
- Future Years—a place to store things that require action in a future year.
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Once you've created your customized tickler file system, you must do two things—put things in and take things out—DAILY! When  the mail arrives, you have these choices:
- ACT on it now or later (if later, it goes in the tickler file for WHEN you will take action or for what the next action is…Pay it, Discuss it, etc.)
- FILE it in your tickler file.
- FILE it using The Paper Tiger system.
- TOSS it – recycle, shred, throw away, or “toss” to someone else…in other words, get it out of here!
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Tips:
- Identify a specific time each day to check your tickler file—preferably first thing in the morning.
- It takes about 21 days to form a new habit, so I suggest that you write into your calendar "CHECK TICKLER" for whatever time you choose to do this—for at least the next 21 days. At some point it will become second nature to you (like brushing your teeth!) and you won't need the reminder.
- Keep your tickler file in a place where you will see it...preferably where you open your mail.
You can keep your tickler file system in your desk drawer or in a more visible desktop hanging file frame like the one pictured above. Your tickler file system needs enough room so you do not have to wedge things in or struggle to take things out. Keep this in mind when purchasing a file frame box for your accordion file and customized hanging files. I recommend one that is at least 8” deep. |
Accordion Tickler File (found at Staples online – Here is the link or, search for item #422683)
Why do people pile instead of file? Because they're afraid they'll forget to act on something requiring their attention. Those piles of paper cluttering your desk or floor are simply postponed decisions.
No more "I'll just set it here for now. Now you can file, instead of pile!
Here are some ideas of the things you can store in your tickler file system:
- Bills to be paid
- Invitations to special events (and directions for how to get there)
- Travel agendas, itineraries, airline tickets
- Tickets to special events (games, concerts, plays, etc.)
- Claim stubs for things to be picked up (dry cleaning, developed film, etc.)
- Support materials for meetings & appointments
- RSVP's and registrations that need to be sent
- Phone calls and other "to-do's" that need to be done on a certain day
- Date-sensitive support materials for something you are waiting to hear back from someone else about
- Birthday cards that need to be mailed on a certain date
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©2007 BOTTOM LINE ENTERPRISES |
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| Article ID: 10009 |
Article Created: 02-26-2008 08:06 AM | Last Modified: 05-25-2008 10:11 AM |
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