How to File your Papers the GTD way

[catphishum1]

you are great. this is awesome stuff.

[Philscbx]

One of your heads-up alerts found me, and now reading through all of these replies, it's quite entertaining isn't it?

Otherwise, how's it going?

The last fews days, I have been designing in my head a file system that allows full exposure to the main physical system.

I think it began with, out of site, out of mind concept that seems to work effectively at hiding what you really didn't want to hide to begin with.

So, being I have this one unique wall space in the office,

(continued part 1)

[Philscbx]

Part 2 continued/

In rough sketch, this half wall partition gets a plexiglass flat wall file system, start it 3' off the floor to 5' high where wall height stops, and 10'-12' feet long.

Sorta like the simple wall mail holders with 3 slots, but make this 2 folders high, to hold say 5 folders deep in each slot.

The front folder is in full view behind the glass, easy to grab, and option to glue image on it (car, tree, computer, etc). 12' across should allow 11 folder width two rows high. Next--

[Philscbx]

Part 3/

Now the typical drawer file can continue with dead stock, can't throw away of important documents and critical mass.

The full view system on the wall is the fun stuff, the to-do-as-the-hell-I-feel-like-­it to the rear.

Cheers

[heathervescent]

Sounds really interesting. I'd love to see pictures of it. For the stuff you don't want to deal with, David Allen says it's totally fine to put those in a box (and I will add hide it in the back of your closet). I'm not saying it's responsible, but that doesn't mean you can't do it. :)

[fayme85]

I dont think the alcohol is going to help you keep your files in order. Humm... just a thought.

[heathervescent]

It's great for motivation though!

[ronpaulspanish]

Guess what her favourite color is... :)

[Yotambientuve20]

I only get done the drinking item... :)

[ontiptoes]

Wow, I wish I could have hair like that, sigh.

I think the secret of filing is to file things according to the organisation or person that they come from (or are going to if you are communicating both ways) ideally in date order.

The way the video shows leads to muddle with ambiguous and forgotten categories.

[heathervescent]

You should use whatever system that makes sense to your brain. If it's by date, file by date. If its by obscure category that works for you - do it that way. It's YOUR file system and YOU have to find it later.

[87Echo]

i file with matches.

[heathervescent]

I do that as well occasionally. And gasoline or propane if I'm feeling particularity sassy. ;)

[Philscbx]

And just like the folders on your computer change name, I cut off the sticky of Post-It, and presto, new tab folder name.

Cool hair color by the way.

[heathervescent]

Nice method! Thanks!

[Philscbx]

Cool, as some don't have a clue using a single shopping bag as file cabinet.

When I'm actually serious for a moment, a pitstop at Office Max for bulk folders in colors.

These are category folders. Vehicle data & receipts, snowmobiles, trailers, trucks, cars get the same color.

Mac, gets yellow.

Front of folder gets 'quick view' post-it-note describing what's inside.

If a document moved out, it's noted. Insanity is saved, when default memory only recalls where it used to be.

[heathervescent]

I once created a filing system for someone based on earth (black), air (yellow), fire (red), water (blue). It was the way they thought about things.

Thanks for calling up that memory. I had forgotten about it.

[estebanisswimming]

Hi there, great vid.

Just one remark: the somethingtodo file. Bad idea girl! It is called Step 2 - Processing. You must decide what the goal is and what you need to do next. Shoving it into a folder is called procrastination!!

Cheers, monchichi

[heathervescent]

It might be procrastination, but it is also completely valid to put in a place to deal with later. If I am processing a bunch of stuff, I am processing mode and don't want to stop and do a task, hence it going into a figureoutwhattodofile. It's not a copout, it's making a system that works for you.

[SheriLive]

Thanks!

[heathervescent]

You're very welcome! Glad you enjoy!

[bgznkitties]

Heather,

This is a wonderful video. It really captures the feel of how it is to file. In addition, your humor... both obvious and subtly intertwined in your commentary... is a great and needed part of the whole thing. Thanks.

[heathervescent]

Thanks. Glad you enjoyed it! :) GTD should be FUN! (And so should life!)

[leonhardrhine]

hmmm, very interesting, and i really love your hair:)

[heathervescent]

Thanks!

[spookyyeah]

luv ur hair

[heathervescent]

Thanks!

[mrichman]

Anyone have tips on purging? What and how often to throw things out? What do you keep for 7 years? What do you keep forever? What about sentimental items?

[heathervescent]

I have to figure out what's important to me and what I might need. Also what might be a hassle to get a copy of if I need it, if I throw it away.

[crockettburnett]

Miss OmniFocus with purple hair and purple file folders, like the purple filefolder icon/logo of OmniFocus? That is indeed a dedicated GTD woman. Any GTD tattoos too?

Just kidding, I like diversity. Thumbs up for your hair and efforts.

[heathervescent]

Alas - no GTD tattoos - but if I were to get one - what would it be of?

[crockettburnett]

"What's The Next Action?"

or as I have engraved on my iPod: Mind Like Water.

[heathervescent]

That's nice. I like it. :)

[sourskittles2009]

u inspired me thnx

[heathervescent]

Glad to hear!

[julienbasch]

Are there people who are not doing their GTD tasks on Sunday night? Certainly, I am.

[heathervescent]

Me - yes!

[MartenThuren]

Shut up, the hair is awesome :D I can't believe purple hair can actually look good.

[sesisco]

+1 for that.

[NicePerson25]

Your hair is purple.

[heathervescent]

It's natural.

[northwestmike]

What is all the "s h i t" you are filing? You have a lot of paperwork in your life!

[heathervescent]

It varies - paperwork, contracts, notes, bank statements, etc.

[micheletoscan]

So are those the famous non-hanging file folders Allen talks about in his book? I never actually uderstood what he means for "plain manila folders separated by metal plates". I also seriously doubt such systems exist in Europe.

[heathervescent]

Yeah, they are just regular file folders.

[rogiervandenberg]

Very nice, your GTD video's. Please make some more, it's inspiring. I want to get back on the wagon :)

[heathervescent]

I've got some in the works!

[mynameisnicholas]

nice macbook box in the background ;)

[heathervescent]

thanks!

[jimmyYukka]

By the way I am just starting GTD

[heathervescent]

That's great. Good luck.

[jimmyYukka]

So I have to ask. Are you on the wagon? How has it gone?

[heathervescent]

Yes I am! :) I love GTD and how it helps me organize and get things done.

[merc350v8]

Where are you as I'm getting withdrawal @-/

[heathervescent]

I'm working on some new vids actually!

[dicknstein]

Take a drink?! lol

Nice job, thanks :)

[heathervescent]

Gives you incentive to finish filing!:-P

[dalekeener]

Love the purple hair....With all do respect...you are very hot!!! Very good video.

Dale

[heathervescent]

ha ha. Thanks!

[damianpodcast]

great demonstration of what to do when you don't / can't take the full next step. It;s ok.

[prismaxxx]

Back to the purple. You're looking great!.

[intellectualwhore]

OMG.. i think i LOVE you.. =]

[heathervescent]

Right back at ya!