Earlier in an earlier 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. Previously, we focused on the first choice (File) by giving you some tips on how to organize your reference files. Last month and this month, we are examining 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 Jan-Dec folders of an Action File to enhance your productivity are:

1. When you are processing your inbox and you determine that an item needs to be handled in an upcoming month, drop that item or a reminder piece of paper into that month's folder.
2. Get in the habit of putting agendas, tickets, invitations, etc. that you will need into the month's folder in which you will need them.
3. If you have certain quarterly responsibilities (e.g., paying quarterly taxes, changing the air filters in your house or office), drop a reminder into those months.
4. If you are not using SendOutCards, buy cards for the year when possible and then drop the cards into the corresponding month.
5. If you have a trip or a presentation in an upcoming month, create a folder for that event to keep within the monthly tickler file. As you get details for your trip (itineraries, confirmations, agendas, etc.), just keep putting everything into that folder.
6. If you submit a proposal and are told that it will be considered in November for the next fiscal year, put a reminder to follow up in your November folder.
7. For recurring items, such as scheduling a mammogram or visiting the dentist, put reminders in your monthly folders.
8. Two or three days prior to the end of a month, take everything out of the upcoming month's folder and assign it to the appropriate day in your 1-31 folders.