productivity method.
Electronic GTD Tickler File System with Google Calendar and Evernote
If you have ever reached the “obsession phase” of GTD adoption as I have, you probably found yourself searching at least once for an electronic method for tickler files. I’m happy to say you don’t really need anything that complicated.
My way is fairly simple: creating “all day” events in Google Calendar and/or (yes, there’s an ‘or’) putting items on my Tickler file in Evernote.
For those who may not be familiar with a tickler system, here’s what the 43FoldersWiki has to say:
In the parlance of Getting Things Done, a Tickler File consists of a series of 43 file folders: 12 monthly and 31 daily folders. Items are filed in a folder corresponding to when the item will need to be handled, thus reminding or “tickling” the user about it. These items might be action reminders, bills, receipts, reports, letters, or any number of other things.
I’ve tried recreating the 43 folders approach digitally (several times), but that’s ultimately unnecessary. The purpose of a tickler system is to make sure you have what you need for a particular action on a particular day and you act on it. Since we aren’t likely to moving digital project files around very much (and we can often simply link to them), what we really need is a dependable reminder system.
Google Calendar all day events
All-day events are an easy way to create ticklers that are day – but not necessarily time – specific. You can do this with most any calendar app, but since I’m married to Gmail, Gcal is an obvious choice. Using a calendar app that can send you reminders (pop ups, email, etc) is required.
As you see above, I’ve got two things to do this Saturday: buy crickets for Rupert (my fire belly toad) and clean the garage.
Ticklers by Email
In Calendar Settings > Calendars > Notifications (of a specific calendar), there is an option for Daily Agendas.
I turn this on for all my calendars so I receive ticklers by email every morning. This ensures I don’t forget my ticklers even when I forget to check my calendar.
(in case you’re wondering, “clean garage” didn’t get added until after the email was sent)
Evernote: ticklers without dates and other miscellanea
Not all ticker items have dates. Sometimes, too, you just don’t want to forget about something. These kinds of items often find their way onto my Tickler file in Evernote.
I use a single file for my Evernote ticklers and as you see above, I keep Ticklers next to my Today list so I conveniently review both. Because I frequently check my Today list and Ticklers is always with it, I rarely miss checking my ticklers. This strategic placement, in it’s own way, is a reminder.
When there are items I no longer feel I can do today, I will add it to my Evernote tickler marked by the day I feel best to do them. Quite often, my Ticklers file in Evernote will hold reminders of fun things to do like “Stimulus Tuesdays” at the local movie theatre or “fish and chips”.
A bit of overlap
I suppose some tickler items could be added to Google Calendar instead of Evernote or vice versa, removing the need for both. This is the ‘or’ I referred to earlier. Frankly I’m not concerned if the functions of Gcal and my Evernote tickler file overlap; the goal is to get things done and as long as I’m productive and not being redundant, I’d say I’m doing things right enough.
I don’t use Remember The Milk or GCal anymore.
Why? Because i’m always trying to simplify my GTD tool case!
Motto: If it can be done with EN than don’t use other tools.
And ticklers can be done with EN by using 43 tickler tags: 31 tags for day 01 to 31, 12 tags for month January to December.
With these tags i can assign every tickler todo note to a specific day of the actual month or to a future month. If it’s a recurring task then i renew the tags to the next due day/month after reaching the actual due date.
Checking these tickler tags is one of my daily routines.
Using only EN – now that’s commitment!
I use my Google account for contacts, bookmark syncing, calendar, and occasionally shared documents. The calendar I couldn’t live without. I have very structured day and I use electronic calendars for reminders of what to do when.
As for ticklers and tags, I tried that. I also tried creating individual notes and later individual notebooks. In all cases, it felt like I was creating more structure than I was actually using.
Later I started using tags strictly for Areas of Responsibility only and I love it. They rarely change (so little maintenance) and they keep me looking at everything I’m doing in terms of longer term goals.
I’m guessing the list of notes you look at daily must be very long, though I suppose not much different than looking through all the notes I do (in the end).
As for tools like Remember the Milk, Things, etc., yeah, I gave up on those a while back, too. One too many tools.
I failed to mention in my related post that I often block out time for projects, especially those that require lots of creative thinking. Not sure I could do well using anything other than a calendar for that, but I’ll be thinking about that now!
I’m very new to the GTD concept and I have found your information very helpful. I must be missing something though…
The 43 folders concept for months/days for the tickler file – I agree it makes sense to create tags. Assuming you create these tags and faithfully tag your items, how does this make its way into your Google calendar where you can get the daily (5am) reminder of your files tagged for this day?
Does this make sense?
Hi Jason!
Evernote note won’t automatically create Google Calendar events (though it might be cool if it did). I create those events myself. I use Evernote for those ticklers that can’t be associated with specific dates and Google Calendar for those that can.
I have been experimenting though with a whole new Evernote + GTD system that might make better use of Evernote ticklers. Hopefully I’ll be ready to post on this soon.
I’d be interested to hear how you might use tags for ticklers. I only use them for Areas of Responsibility.
I am experimenting with Zendone (in private beta at this time) which links EN with Google Calendar. Have you look at this at all?
Dan Gold is also including pages on Zendone in the forthcoming update to his e-book… I look forward to that.
Eileen,
Might sound odd, but I’m having more fun creating ways to make Evernote work for GTD than pay for a someone to help me do it. Evernote is versatile and makes for quite a playground for experimentation.
Buying a solution has never really worked for me since actually DOING the work was my own job, not a tool’s. The principles of GTD are more important than the tools we use to implement them, I believe (unless I’m mistaken).
But yes, I have heard about Zendone and though I think linking EN with gCal would be amazing, I don’t currently see myself working with it. Just feels like one more “solution” that makes me feel productive, when I really need to be getting things done.
By the way, how are you implementing GTD?
Thanks!
W.
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