A question that often comes up in workshops, as well as on my blog, is this: How do you suggest people use your calendar (planner) in conjunction with the tickler files (1-31)? Sometimes I wonder if I am duplicating my efforts by using a calendar and tickler files. The tickler file seems to be a good place to keep the papers that go along with the tasks, but it still seems like there is some redundancy when I prioritize my to-do’s that are in paper form and the daily tasks on my calendar. What are your thoughts in this area?

First of all, there is no perfect tool and no perfect system. There are countless options available and each of us has to figure out which tool (or combination of tools) will work for us. So this answer is based on my experimentation with the two main tools the question above refers to: a scheduler and a tickler filesystem.

For many years, I was the planning queen and only I used my tickler file as a place to store physical items that I would need on a given day, but not really to remind myself to do things. I always put reminders in my planner as tasks for that day (on the Prioritized Daily Task List, or PDTL, in Franklin Covey parlance).

then i tried using the tickler file as my main reminder and stopped using a to-do list as much…although i still used a scheduler; this is the time period where I also found some redundancy. And frankly, redundancy is better than letting things fall through the cracks.

Julie Morgenstern, author of many books, including Never check email in the morning (and other unexpected strategies to make your work life work) Y Organizing from the Inside Out, 2nd ed.: The Foolproof System for Organizing Your Home, Office, and Life says that what we have to do is “anchor” our systems. In the book he says,

“The real key to finding information is having one place to look. However, establishing consistency in your information management system is a challenge because there are so many mediums to work with: paper files, computer documents, email , voicemail, email.” written notes, business cards. When any document can be found in multiple locations, you’re bound to have trouble getting your hands on the information when you need it. To avoid confusion, anchor your organization system in paper files or on the computer, depending on what makes the most sense for your work and what is most comfortable for you. While some jobs are 90 percent computer, 10 percent hard copy, others are the opposite. Do what comes most naturally to you.”

I love the concept of “anchoring” your system… and doing what feels most natural to you. You can apply the ‘anchor’ concept to 1-31/Jan-Dec (ticker file) and to the calendar/planner conundrum. Anchor your system in one place or another, whichever feels most natural to you.

Anchoring the system in your planner: This means that it will place all of your appointments and tasks in your planner, along with descriptive information, as needed. Then the attached materials (or the document that indicates exactly where they are located) may be in your 1-31 file. Since your system is anchored in your planner (either paper or electronic), as you get to your day, you take a look at what you’ve listed on your Prioritized Daily Task List (PDTL) and then pull out all the materials. . in the time slot of the day. If, by any chance, you’ve dropped something in your tickler file that you hadn’t already included in your PDTL, then add it at that point.

It then takes a look at your entire day, including appointments, etc., and then prioritizes what your tasks are for the day. Some people use a number system; others use a combination of letters and numbers (A1 is a very high priority and the first you’ll do; B2 is important and will be the second you do in group B, after completing all of your “A” tasks). If you arrive at a task (or an appointment) and need some items to go with it, you have them ready in your tickler file.

System anchor in the tickler file: You’ll find your “Next Action” sheets, your project sheets, agendas, documents you need to work with, etc. everything in your tickler file, and you’ll use it as a way to remind yourself what to do. Every morning (or the evening before), when you get everything out of the file, you’ll prioritize what you need to do, based on the time available and the urgency/importance of the item. You’ll get your day in order by tidying up your project sheets, documents, or other physical reminders, or by making a “to do” list from the items you’ve now been reminded of after seeing what’s hidden in your tickler file.

Experiment with both systems and see which is a better ‘anchor’ for you. And remember, you can always change your mind if the way you’re doing something isn’t working for you, or if you get tired.