Create the Best Action System

Say "Bye Bye" to all of those loose papers all over your desk!

What is a Swiftfile you ask? It is the cornerstone of your new Action system.  It is a new version of the old-school tickler file.

The SWIFTfile contains 31 custom-designed folders for each day of the month and 12 taller folders for each month of the year. Each Daily folder is always visible – never hidden behind another folder.  The Monthly folders are taller than the daily folders and these too are always clearly in view.  Every folder is scored to allow YOU to make it wider to accommodate all your action papers.

By using SWIFTfile for five minutes or less per day, you’ll be able to organize every piece of paper that has kept you away from the things you really value.

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Create a Customized Action File System

There are two parts to a good action file system. One part is the dated files (Tickler File) and the other consists of individual folders labeled for your repetitive actions. For the individual hanging folders go through a recently created pile of paper and mail that you need to take action on but don’t know where to put them. This will help you recognize the action files you need. Label each with the verb that describes the action required. For example:

• To Do Now — red & right behind the SWIFTfile. You cannot go to bed or leave the office until this is empty!
• Calendar Entry — items that need to be entered into your calendar.
• Call — store phone messages until you return them.
• Church — if you are active in a church put items here to bring on Sunday, prayer lists, etc.
• Coupons — pizza, restaurant menus, etc.
• Data Entry — items to be entered in to the computer.
• Errands — file to hold shopping lists and items you need to get and then make one trip.
• Family/Business Associates — have a file for each family member or at work a file for each person you deal with on a regular basis. Put items in this file you want to discuss with them.
• Online — websites you want to visit, e-mails to read.
• Order — keep confirmations of orders here until it comes/things you want to order.
• Read — items you want to read later. Take this folder when you go on a trip or to the doctor.
• Receipts — keep receipts for clothing & other items you aren’t sure that you’ll keep. Go through this monthly.
• School — have a folder for each school your children attend. Can keep class lists, school schedule, etc.
• Take Home/Take Office
• To File — papers that you’ll file later (but don’t procrastinate too long!)
• To Pay — put bills until they are put paid and filed.
• Waiting on Response — items you’re waiting to hear back from someone.
• Write

It’s important to use the SWIFTfile as much as possible and the labeled file folders for items that don’t need to be done by a certain date.

There are two things to do when you’ve created your Action File system — put things in and take things out — DAILY!

When you go through your papers think of the F.A.T. principle –

• FILE it away for future reference,
• ACT on it now or later (if later, put it in your SWIFTFile), or
• TOSS it.

Decide on a specific time of day to check your Action File — either the first thing in the morning or the night before. To help start this new habits write “CHECK ACTION FILE” in your day planner at the time you’ve decided to it every day for 21 days. Eventually it will become second nature and you won’t need to remind yourself.

This system can be kept in a desk drawer or to be more visible on your desktop. This makes it easier to remember to check it and to put things in and take them out. Put the SWIFTfile inside the front of the file frame box and the individual labeled folders behind it.

The SWIFTfile is where you put paper you need to take action on in the future. If you need to write a letter on the third, you put a note to yourself in the space behind the number three. If there is a paper you need to act on in a future month, you file that behind that month. When that month comes around you look through the papers and decide what day you want to act on it, and file accordingly behind the number for the date.

You Need a SwiftFile!
Say “Bye Bye” to all of those loose papers all over your desk!