43 Files, Plus a Few More

This post really isn't about financial matters, at least not directly - it's about productivity - but being sufficiently organized that you can keep track of what you have to do is a big part of the battle and is essential for being organized financially.

A number of years ago, I happened to pick up and read a book on productivity - getting yourself organized so you can accomplish whatever it is that you want to get done - either in the workplace or at home - Getting Things Done: The Art of Stress-Free Productivity, by David Allen. I was already retired, and regret that I didn't encounter this book while I was still working - it would have made an enormous difference to me in the work world, although it's been immensely useful outside the formal work world as well.

Whenever I'm looking at a system like this, my key question isn't whether it's clever or cool, but is it easily maintainable and practical? It has to be something that can become a habit, a daily practice, that is easy and sustainable.

After reading it, I immediately implemented some of the key aspects of the book. One of the key points the book makes is that one of the things that keeps us distracted and unable to accomplish what we want is that we carry too many to-dos or potential to-dos and projects in our heads. He advises writing every single thing down and has a great system to accomplish this initially and easily maintain it thereafter. There are also very good sections on how to organize files and keep papers in a way that doesn't result in feeling overwhelmed or disorganized.

But for me the biggest, and simplest, innovation was the system of manila folders for dealing with time-related items. This consists of 31 folders, numbered 1 through 31, and 12 folders labeled with the months. I keep these in an upright file folder on the top of my desk. Each morning, I take out that day's folder and anything that is happening, or has to be done, on that day will be in it. (I also note appointments and happenings on a large calendar we keep in the kitchen.) As I near the end of the month, I take out whatever is in the next month's folder and add it to a calendar, put it in a daily file folder, or note it on a card to put in a to-do folder, as appropriate. I've been using this system for years, and it really works. Anything that is repeated each month on a regular date - paying horse board or giving the dog her heartworm pill, for example) has a card that lives in the appropriate day folder.

I also use several other folders that he recommends in the book, and some that are unique to me. I have a "Bills to Pay" folder for both my family and my father (I take care of all my father's financial matters), and as I open the mail, all bills, and checks to deposit, go in those folders, and then I pay the bills once a week. I have a "Contacts" file for all addresses, e-mails and telephone numbers I need - this file could do with some organization.

And one of my most important file folders is labeled "Waiting For" - this one contains anything where I've done something and I'm waiting for a response from someone else - you know how easy it is to lose track of these things and never follow up. This way, about once a week, I'll look through this folder so I know if there's anything else I need to do yet about an item.

Each major project can also have a "To Do" folder - he does not advocate using piles of papers as a physical to-do list, and this can also be reviewed on a regular basis. The really great thing about this whole system is that you don't have to remember anything. You can also have a separate file folder, if you travel for work or pleasure, for each trip, and that way when you get ready to go, all you have to do is just pick up the folder and go.

You get the idea - it's a great book and a very practical and helpful system, which I recommend highly.