In a previous article, we introduced you to the FAT system, a decision-making tool which helps you to process your paper. When sorting through paper, you have three choices, File, Act, or Toss. Last month we focused on the first choice (File) by giving you some tips on how to organize your reference files. This month and next month, we will examine the second choice – Act. As you sort through your piles and identify papers that require action, how do you keep track of these action items? The answer is the Action File, our clients’ favorite tool. It is a type of "tickler" file containing individual folders numbered 1 – 31, corresponding with the days of the current month, and January – December for the twelve months of the year. These folders are stored in a desktop file box (see Helpful Tools for additional details). Ways to use the 1-31 folders of an Action File to enhance your productivity are:

1. Get an Action File for your home as well as your workplace.
2. Put your Action File where it is easily accessible from your main desk or workspace.
3. When you are processing your physical inbox and you determine that an item needs to be handled on a certain day, immediately drop that item into that day’s folder. This will help prevent the typical piles from forming.
4. Get in the habit of putting agendas, tickets, itineraries, etc. into the day's numbered folder on which you will need them.
5. Put bills in your Action File on the day they should be mailed.
6. Prepare greeting cards at the beginning of the month, drop them into the folder for the day you want to mail them. Friends, family, and colleagues will be impressed with your care and timeliness.
7. If you are going to be out of town, then go through the upcoming daily folders for the period you will be gone to ensure that you don’t miss any critical tasks while you're out of town.
8. If you find that you cannot come into the office, call someone and ask them to pull the day's folder and go through its contents with you. You will be able to tell them what needs to be handled and what can wait until you return.
9. Check your Action File first thing each morning or as the last action of every day.
10. If there is more than one to-do relating to a single item, focus on what needs to be done first.

Some items you uncover will need to be handled in upcoming months. This is where your January - December folders come into play.