Time-Sensitive Document, but the Time Depends on my Plans

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fusilli.jerry89

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I have a document which is time-sensitive, but I am not sure of when I will need it. Basically, it is a document that I will need when I go to California, if I go by a certain date. If I do not end up going to California by a certain date then I will want this document before that date. However, if I end up going to California during this specific date, then I will want to see this document while I am packing my things for California.

Is this sort of thing able to fit into the Getting Things Done protocol without making two copies and putting one copy in my Tickler File and another in a folder labeled "California"?
 
How about putting it in the Tickler file for the earlier date, and add a comment to it that says "Take to California if I am going"-
 
This is a good idea. Is there an advantage to doing it this way over putting it in my calendar and making sure I check my calendar? I know that the calendar should be for stuff that i HAVE to do, but besides that, is there much difference between the calendar and the tickler file?
 
The difference will probably manifest itself more if you have large numbers of items in your tickler file or on your calendar or on your next actions list. If the numbers are small you will notice and understand everything, almost no matter where you put it. But if you have many items listed, it helps to be systematic and consistent. It helps you find it in the right place at the right time/situation.

This particular thing that you need to do, if I am understanding you correctly, will turn into a next action once it has been decided that you are not going to California, but there is no particular date on which you need to do it (possibly a deadline, but no fixed "doing date"). There is only an "earliest possible" date (the expected date of the decision, presumably). In principle, I'd say this is a typical tickler item, and I would treat it as such for consistency. You will process it on the tickler date and determine what needs to be done with it. If you are not going to California you will probably put it on your next actions list and let it "compete" from there with all your other next actions using your normal routine. If you are going to California you will put it on the appropriate agenda/context list.
 
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