Using a Bring-Forward System

The Bring-Forward System (or sometimes referred to as a BF system) might be an old term for the younger assistant, but the principle is similar to using your Tasks in Outlook: You need to have some sort of system to bring forward items that need to be handled at a future date. I have already spoken about using Tasks in Outlook, but on a recent job interview I was specifically asked if I knew how to use a bring-forward system so I thought I would write about it here.

Using Tasks in Outlook is great if what you are bringing forward is in electronic form. If I send an email that has a date I need it by, I just drag and drop the sent email into my Tasks and assign it a reminder date and then it will pop up to remind me that I asked for something.  I can then email the person asking them for it or it may be something I promised someone so I can then send it to them.  That works great for electronic items, but what if you have a hard copy and need to bring that forward?

My preferred method is using hanging folders and arranging them by month.  When you want something later you just put it in your hanging folder for the month you need it.  I write the day I want it in the corner of the item or put it on a sticky note (i.e. bf for May 13).  Every evening before I leave for home I check my bring-forward folders to see what I need for the next day.  This is an excellent method when you are bringing things forward for your boss.  I then put them in a folder for my boss and leave it on his desk so he has everything he needs for that day.

For my own bring forwards, I use a combination of my Tasks in Outlook and a Wait Bin (or Holding Tray) to bring forward items that need my attention later. Anything I put in my Wait Bin, I put a corresponding Task in Outlook with a reminder referring myself to the Wait Bin. For instance if I need to register my boss for a conference by a certain date and I have a hard copy registration form that needs to be faxed I would it in my Wait Bin and set a Task reminder for the day before I need to send it.  My Task would read something like "WAITBIN: Register Mr. Brown for Australia Conference."  Then when the reminder pops up I will know the registration form is in the Wait bin. It is really a catch-all system and can be used for anything.
An assistant in my office uses index cards in a card box (separated by month) to remind herself of things to do. She writes on the index card what she needs to do that day or a file she needs to bring-forward and she checks the box each day.

Please see my earlier article on Getting organized and staying that way (August) for more tips on organizing your desk.

Here is an article with some ideas about the bring-forward system that might be helpful to you: http://www.advice4businesses.co.uk/business_task_lists.shtml, (accessed October 8, 2007).

Getting organized and staying that way...

I cannot stand clutter so to me it is very important to keep myself organized. If my desk has sticky notes all over the place, files here and there and papers, papers, papers, then I begin to feel buried and out of control. I need to be organized so I can think and function better.

I have found what works for me is having a place on my desk for everything. If it has to do with accounting, I have a bin for that. If it has to do with scheduling meetings, I have another bin for that. And if it has to do with waiting, any kind of waiting: waiting on an answer, waiting for a return phone call, waiting for just about anything, I put it in what I call my "Wait Bin". I have found when I have a place for everything and get in the routine of using it, then when I get a phone call about a meeting or my boss has an urgent request, I will know to go right to my "Scheduling Bin" or "Wait Bin". It just makes my life so much easier. When my boss sees me in control, then he or she can relax and know that I will be able to look after the matter.

I have also found that having a good bring-forward system is essential so you do not miss important dates or timelines. I use my Task function in Outlook and continually set tasks and dates with reminders of what I need to do. Sometimes I refer my tasks to my special bins, for example if I am waiting for information from someone so I can complete a letter, I will put the file with my notes in my "Wait Bin" and put a task in to remind myself to check to see if I received a reply to my enquiry so I can follow up and not just let the file sit in my "Wait Bin".

I keep a handy notepad by my phone and write things down throughout the day and when I've completed that item I strike it off my list. I find this is very helpful when your boss just passes by your desk and asks you to follow up on something, call someone on their behalf or wants you to make a reservation for them. I write it down immediately as a reminder. I also bring a notepad and a pen with me when I am called into my boss's office so I can take any notes or instructions and then again once I have completed that item, I cross it off my list.

What works for me, may not work for you, but the important thing is to have some kind of system in place that will enable you to find things, and help you keep track of dates and important tasks.  Also see an article I wrote on the bring-forward system for a good way to keep track of things that are coming up.