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Back to Basics: Your Weekly Review

Back to Basics: Your Weekly Review

20080801-thinking

    No matter how organized you are, how together your system is, how careful you are about processing your inbox, making a task list, and working your calendar, if you don’t stop every now and again to look at the “big picture”, you’re going to get overwhelmed. You end up simply responding to what’s thrown at you, instead of proactively creating the conditions of your life.

    Almost every productivity expert recommends some kind of review, whether it’s a formal process you crank through (like David Allen recommends) or simply a few minutes of “me time” to think about where you’re at. Although there’s nothing magical about the week as a unit of time, doing such a review weekly seems to work best – it’s a block of time that’s very deeply ingrained in us as a scheduling unit.

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    Although there are lots of variations on the “review” theme. the basic idea is the same no matter what system you’re looking at. A weekly review boils down to three questions:

    1. What do I have to do in the upcoming week?
    2. What am I doing wrong that needs to be fixed?
    3. What new things should I do to take my life in the direction I want it to go?

    Preparing for your review

    While some people manage to do ok by doing their review whenever they find time, for most people, having a dedicated time for a review each week will be far more fruitful. It should be a habit, a regular appointment you keep with yourself.

    • Schedule your weekly review in your calendar. Allow yourself at least an hour, preferably two.
    • Finish all your work before the review starts.
    • Get comfortable. You might want to go somewhere you don’t associate with work.
    • Take 5-10 minutes of quiet time. Meditate, doodle, or just stare at the head – whatever it takes to put a “buffer” between you and your everyday stuff.
    • Have something to write in/on.
    • Make sure you won’t be disturbed. This is your time!

    The GTD Weekly Review

    I’ve already written a pretty thorough overview of the weekly review as defined by David Allen, so I’ll start by repeating what I said there. According to Allen, a weekly review should consist of the following steps:

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    1. Collect all your loose papers and put them into your inbox for processing.
    2. Process your notes to glean any action items, appointments, new projects, etc.
    3. Review your previous calendar data to remind you of any ideas, tasks, etc. that you might not have captured at the time.
    4. Review your upcoming calendar to see if there are any new actions you need to add to your lists.
    5. Empty your head. Write down anything that’s currently on your mind or capturing your attention.
    6. Review your project lists to determine each project’s status and if there are any actions you need to take to move each of them forward.
    7. Review your next action lists. Bring them up to date by marking off any actions you’ve already completed. Use completed actions as triggers to remind you of any further steps you need to take not that an action is done.
    8. Review waiting for lists. Add appropriate follow-ups to your action lists. Check off anything that you’ve already received.
    9. Review any relevant checklists.
    10. Review your someday/maybe list and decide if there is anything you’re ready to move onto your active projects list.
    11. Review your project support files to make sure you haven’t missed any new actions you need to take.
    12. Be creative and courageous. This is the hardest and most poorly described part of the process in Allen’s books, which is too bad, since this is where the magic happens. Having cleared your mind of everything you need to do at the moment, take time to dream up new ideas — risky ones, creative ones, etc. Essentially a free-form brainstorming session around the topic of “what could I be doing?”

    These steps follow a three-stage format:

    1. Get clear: Tie up any loose ends from the week before so you can turn an eye to the future.
    2. Get current: Plan out the steps you need to take over the next week to advance whatever projects you’re currently working on.
    3. Get creative: Think about and start planning things you could be doing to move your life in a new direction, or to advance you past your current level.

    Another take on the weekly review

    I prefer to think of my weekly review as a set of questions to answer, rather than a set of steps to churn through. While I still try to do a review weekly (every two weeks seems to be more practical for me, though), I also do a few “mini-reviews” as time permits in between full reviews.

    A mini-review consists of just a few questions:

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    1. What do I have to work on the next few days?
    2. What deadlines do I have coming up?
    3. Are there any new projects I have time to start working on?

    I do this with my Moleskine in front of me, listing tasks as I think through each of those questions. (Later, I’ll transfer them into my task management system – a mini-review is, to me, a kind of “capture” rather than “processing”.)

    The point of the mini-review is just to make sure I stay on track and don’t let anything important fall through the cracks. When I sit down to do a full review, I’m more concerned with the way my life is going overall. The full review consists of these questions:

    1. What do I have to work on the next few days?
    2. What deadlines do I have coming up?
    3. Are there any new projects I have time to start working on?
    4. What went wrong over the past week? What lessons can I learn from that?
    5. What went right over the past week? How can I make sure more of that happens?
    6. How well am I keeping up with all my duties and obligations?
    7. What is coming up that I need to be prepared for?
    8. What kind of help do I need?
    9. Is everything I’m doing contributing to my advancement towards my goals? What can I do about the stuff that isn’t?
    10. Am I happy with where I’m at? What would I like to change?
    11. What are my goals for the next week? Month? 90 days?

    I like the question/answer format better than Allen’s step-by-step because a) I do most of the practical stuff on a daily basis anyway, and b) I like that the focus of (most of) these questions is me, rather than my stuff.

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    That’s the point of the review, after all – not to keep up with the stuff you should be doing but to check in with your self. And that’s important – we tend to resist looking too closely at our selves, whether because it feels selfish or narcissistic, or because we’re afraid of what we’ll find if we look too closely.

    If that sounds too “mushy” for you, then you probably need it more than most. Because as I keep saying, the point of all this productivity stuff isn’t to get more done. It’s to lead a better life.

    More by this author

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    Last Updated on August 6, 2020

    35 Top Productivity Apps for iPhone (2020 Updated)

    35 Top Productivity Apps for iPhone (2020 Updated)

    Over the years here at Lifehack, we’ve discussed plenty of apps that you can use to improve your overall productivity.

    There are certain ones that many of our contributors and editors (past and present) have adopted over the long-term — there are always the stalwarts that stick around. But there are also new apps that crop up every day, adding more and more depth to the app category.

    Some of the apps are incredibly plain and simple, while others are more robust and offer more features than you can shake a stick at. And everyone has the one they prefer.

    It’s been our job (and still is our job) to keep abreast of all of the productivity-type apps out there. As a result — and as a bit of a refresher — we’ve put together a list of 35 best productivity apps for iPhone (all categorized based on their functions) to provide you with an all-in-one resource for you.

    For Getting Things Done

    1. OmniFocus

    This app is, while pricey, considered to be one of the (if not the) most robust and full-featured productivity apps on the market.

    Download it here.

      2. Forest

      Train yourself to put your phone down and stay focused on the task at hand by playing with this planting game. It’s fun and will help you achieve more.

      Download it here.

        3. Things

        Another robust choice, this app is a favorite amongst “productivityists”.[1]

        Download it here.

           

           

          4. Any.Do

          A beautiful-looking app that is both easy on the eyes and your wallet.

          Download it here.

            5. PocketLife Calendar

            This calendar app is specifically designed to be stylish and super easy-to-use. You can organize your life easily with different modern features.

            Download it here.

              6. Asana

              We’ve covered Asana here at Lifehack

              , and it is being actively developed by a strong team committed to making collaborative task management a more efficient and effective experience.

              Download it here.

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                7. ToDoist

                This app keeps track of everything – from simple errands to your most important projects – so you can get it all done and enjoy more peace of mind along the way.

                Download it here.

                   

                   

                  8. Calendars 5

                  This calendar app focuses on events that help you to keep track of upcoming events and tasks easily. It has everything you need to organize, track, and complete your to-dos.

                  Download it here.

                    9. Clear – Tasks, Reminders & To-Do Lists

                    A fun and innovative list-making app that relies on swiping and pinching to make things happen. Clear created a lot of buzz when it launched, and might be the perfect to-do list gateway app for many.

                    Download it here.

                      10. Due

                      A robust reminders app that lets you store and maintain reminders of all types. It’s replaced Reminders for me when it comes to the basics, and it’s worth a look if you want to keep the mundane stuff out of your head and cluttering your mind.

                      Download it here.

                        11. Checkmark 2

                        I use this app

                        for location-based reminders (such as groceries I need to get or single items I need to pick up from various locations). Checkmark is simple to use and valuable addition to my productivity arsenal.

                        Download it here.

                          12. TeuxDeux

                          Created by Tina Roth Eisenberg and Fictive Kin — TeuxDeux is simple and incredibly stellar in terms of design. If you like lists (including the popular “Someday Bucket”) and want to associate dates with tasks, then TeuxDeux will be right up your alley.

                          Download it here.

                             

                             

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                            13. Nirvana

                            For the GTD enthusiasts, there’s Nirvana. Straight from the source: “Nirvana frees your mind to focus on actually getting things done. If you’ve had enough of generic to-do lists, it’s time for Nirvana.”

                            Download it here.

                              14. Priorities

                              An elegant-looking task management app that has received decent reviews,[2] this could be the one for you if you’re not a fan of OmniFocus or Things — especially if you need (or want) to share tasks with others.

                              Download it here.

                                For Building Habits

                                15. Productive

                                With this app, you can plan your habits with an easy-to-use interface, schedule habits for any time of the day, set smart reminders for each time of the day, and stay on track with useful feedback. This app is perfect for anyone who wants to build a habit that sticks.

                                Download it here.

                                  16. Habitica: Gamified Taskmanager

                                  You can complete tasks and build habits in a more fun way with this app. Input your Habits, your Daily goals, and your To-Do list, and then create a custom avatar. Check off tasks to level up your avatar and unlock features such as armor, pets, skills, and even quests.

                                  Download it here.

                                    17. Streaks

                                    This app follows the model of the popular “don’t break the chain method” in that you use the app to track how you are donig in the pursuit of your goal. Great for goal-setting — and an easy and elegant interface to boot.

                                    Download it here.

                                      18. Remember The Milk

                                      Another popular to-do list app, Remember The Milk has a huge following. It has plenty to offer, including the ability to share tasks with others.

                                      Download it here.

                                        19. Day One Journal

                                        When it comes to journaling, nothing really beats Day One. Its latest update added a slew of features that will make you want to start making journaling a habit.

                                        Download it here.

                                          For Files Organization

                                          20. Evernote

                                          Touted as the world’s most widely-used productivity app, Evernote is an be used simply as a notetaking app or can be customized to be your GTD app of choice — among other things.

                                          Download it here.

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                                            21. Pocket

                                            You can save an article, video, or link you want to read or watch later to Pocket from anywhere including your computer, Safari, email, and your favorite apps like Facebook, Twitter, Flipboard, and Feedly.

                                            Download it here.

                                              22. Sync.Me

                                              This app identifies unknown phone calls, warns you from annoying spam calls, and adds a caller picture to your contacts from Facebook, Twitter, and Google+.

                                              Download it here.

                                                23. Droplr

                                                One of the most popular file-sharing apps out there today. Straight from the source: “Stay productive on the go. Droplr for iPhone keeps you in sync and makes sharing on the iPhone natural.”

                                                Download it here.

                                                  24. Dropbox

                                                  Before iCloud, there was Dropbox. And there still is Dropbox, which is still widely used by both Mac and PC users all over the globe. It’s like having a flash drive on your iPhone. A must-have.

                                                  Download it here.

                                                     

                                                    For Working Smarter

                                                    25. Captio

                                                    A simple capture tool. Straight from the developers: “It’s simple. Open Captio and start typing. When you’re done, hit Send. The note is immediately delivered to your email inbox.”

                                                    Download it here.

                                                      26. Drafts

                                                      A tremendous capture tool that allows for simple capture, followed by sending items to various applications such as OmniFocus, Things, and more.

                                                      Download it here.

                                                        27. NoteShelf 2

                                                        This is a perfect note-taking app for you. You can take beautiful handwritten notes, type, annotate PDFs, record audio & create lists. You can organize them into categories or groups.

                                                        Download it here.

                                                          28. Doodle

                                                          This app links directly with the Doodle service, which is one that allows you to plan and organize meetings far more efficiently and effectively. Lifehack contributor Steve Dotto has written about Doodle more in-depth here.

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                                                          Download it here.

                                                            29. TextExpander (Legacy)

                                                            I have saved countless hours of time with TextExpander, and despite its inability to be as robust on iOS as it is on the Mac, it is still a worthy app to have in your arsenal.

                                                            Download it here.

                                                              30. Launch Center Pro

                                                              A quick launcher for the iPhone that doesn’t just launch an app…with some of them it can do much more. This app saves you time by launching complex actions in a single tap.

                                                              Download it here.

                                                                31. GoodReader

                                                                This may seem to be an odd one to make this list, but here are plenty of reasons why it is here with this article.

                                                                Download it here.

                                                                  32. LogMeIn

                                                                  Want to be able to control your Mac from wherever you are? Then get this app.

                                                                  Download it here.

                                                                    For Improving Security

                                                                    33. 1Password

                                                                    There is simply no better password manager out there. I’ve even put together a 1Password Emergency Kit worth looking at here.

                                                                    Download it here.

                                                                      34. LastPass Password Manager

                                                                      You can store passwords and logins, create online shopping profiles, generate strong passwords, track personal information in photo and audio notes.

                                                                      All you have to do is remember your LastPass master password, and LastPass auto-fills web browser and app logins for you.

                                                                      Download it here.

                                                                        35. Truecaller

                                                                        Identify and block spammers, search for unknown numbers, and call friends easily with this app. With a community-based spam list from over 250 million users, you’ll need this app.

                                                                        Download it here.

                                                                          There are plenty of other options out there (and we’ve heard from readers in the past as to what they enjoyed using), but these 40 are among the best.

                                                                          Featured photo credit: William Hook via unsplash.com

                                                                          Reference

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