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GTD Refresh, Part 5: Building the Weekly Review Habit

GTD Refresh, Part 5: Building the Weekly Review Habit

Building the Weekly Review Habit

    At the very beginning of David Allen’s recorded lecture, Getting Things Done Fast, he tells his audience that the most important but single most difficult part of becoming more productive is making time every week for a weekly review. Most important because this couple of hours of “time out” once a week is where virtually all the GTD magic happens – it’s where we make sure everything’s out of our heads and in our trusted system, so we can use our brains for doing Good Stuff instead of nagging us about the Good Stuff we should be doing. Most difficult because… well, I have my theories.

    First of all, weekly reviews are hard because it is simply difficult, in a practical sense, to take an hour or two off and focus on the bigger picture. This difficulty is compounded by psychological factors – for one thing, most of us feel our moment-to-moment involvement in our work is essential, and if we’re not actually working on work – even busy work – we fear things will fall apart. For another thing, spending a couple hours thinking about our work doesn’t feel like work – it can take some time to get into our heads that this “meta-work” is an important part of our work as a whole.

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    There are emotional reasons as well. For one thing, I think most of us are just afraid, on some level, of spending that much time with ourselves. What kind of stuff are we going to find out? Self-reflection can be scary! Also, most of us have been raised to see such self-reflection as kind of selfish – who are we to deserve that kind of scrutiny? That leads us not to trust ourselves, which leads to a lack of honesty that undermines the weekly review habit – you can’t build a trusted system without trusting yourself!

    For me, there has always been some combination of these factors. My schedule is kind of chaotic – not just because of disorganization but because as an academic part of my job is to respond to whatever my 150 students in any given semester throw at me, and to do so fairly quickly. In my other life as a writer, while I can block out time to work, I am somewhat at the whim of editors, clients, and of course my audiences – who knows what emergency next week will bring?

    All that chaos has made it difficult for me to engage myself in a weekly review consistently – every effort has lasted a few weeks then fallen to the wayside as the rest of my life piled up (a sign, perhaps, that I wasn’t doing it very well anyway). On top of that, too much of what I do in weekly reviews gets waylaid later on as I put my plans into practice, which has made it harder and harder to trust myself, which again is bad for my trusted system.

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    A return to trust

    I know all this, so when I started the process of recommitting myself to building a system as close as possible to GTD, I knew I’d have to deal with it.

    Fortunately, I have a few things working in my favor, and I think I’ve done a couple things right in laying the groundwork this time around.

    While I haven’t always been very good about the weekly review, I have generally been good about keeping my lists up-to-date, and about doing “mini-reviews” – scrolling through my list of projects every few days to see if there’s anything I could be adding as next actions. This is one of the core practices that makes up the weekly review, so I’ve got that part down, and can build on it.

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    What makes me more hopeful this time around is that I’ve added a list of Areas of Focus to my setup, the idea being that not only do I generate tasks from my list of projects, but I generate projects and tasks from my Areas of Focus list. This should help me keep on track, since a) it’s something I don’t do in my “mini-reviews”, and b) it leads into the “looking forward” part of the weekly review, which is the part that I think scares me (and others) off.

    That leaves, of course, the practical concern of scheduling the time in. Fridays are a natural for me, since I rarely work on Fridays – but although I’ve been doing Friday weekly reviews for the last couple weeks, I’m thinking Mondays might be better, since they put me “closer to the action” – I have a better idea of what’s going on around me at the beginning of the week than I do guessing what might be going on at the end of the previous week.

    Getting weekly reviews done

    As I said at the beginning of this post, weekly reviews are important – rather than being a drain on your available work time, done right the weekly review should add not only to your work time but your confidence and calmness about doing that work. For a sense of what a weekly review should look like, have a look at my Back to Basics post from last year.

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    More than anything else, though, a weekly review is a point of connection between you and your work. We live in a go-go-go society where work – any work – is expected of each of us, all the time. Americans, especially, work harder than just about anyone – not necessarily more efficiently or on more important things, but longer hours and with fewer breaks. It’s all too easy in all this rush of work for work’s sake to lose track of why we’re doing it and of what it has to do with us as people.

    A weekly review is about task management and scheduling, but it’s also about reconnecting with our work in a personal way, evaluating our work in terms of higher-purpose goals and life objectives, aligning the work we do today with the dreams we have of tomorrow. We aren’t afforded many moments like that in life, so it’s important that we create them for ourselves.

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    Last Updated on November 18, 2020

    15 Tips to Restart the Exercise Habit (and How to Keep It)

    15 Tips to Restart the Exercise Habit (and How to Keep It)

    It’s okay, you can finally admit it. It’s been two months since you’ve seen the inside of the gym. Getting sick, family crisis, overtime at work and school papers that needed to get finished all kept you for exercising. Now, the question is: how do you start again?
    Once you have an exercise habit, it becomes automatic. You just go to the gym, there is no force involved. But after a month, two months or possibly a year off, it can be hard to get started again. Here are some tips to climb back on that treadmill after you’ve fallen off.

    1. Don’t Break the Habit – The easiest way to keep things going is simply not to stop. Avoid long breaks in exercising or rebuilding the habit will take some effort. This may be advice a little too late for some people. But if you have an exercise habit going, don’t drop it at the first sign of trouble.
    2. Reward Showing Up – Woody Allen once said that, “Half of life is showing up.” I’d argue that 90% of making a habit is just making the effort to get there. You can worry about your weight, amount of laps you run or the amount you can bench press later.
    3. Commit for Thirty Days – Make a commitment to go every day (even just for 20 minutes) for one month. This will solidify the exercise habit. By making a commitment you also take pressure off yourself in the first weeks back of deciding whether to go.
    4. Make it Fun – If you don’t enjoy yourself at the gym, it is going to be hard to keep it a habit. There are thousands of ways you can move your body and exercise, so don’t give up if you’ve decided lifting weights or doing crunches isn’t for you. Many large fitness centers will offer a range of programs that can suit your tastes.
    5. Schedule During Quiet Hours – Don’t put exercise time in a place where it will easily be pushed aside by something more important. Right after work or first thing in the morning are often good places to put it. Lunch-hour workouts might be too easy to skip if work demands start mounting.
    6. Get a Buddy – Grab a friend to join you. Having a social aspect to exercising can boost your commitment to the exercise habit.
    7. X Your Calendar – One person I know has the habit of drawing a red “X” through any day on the calendar he goes to the gym. The benefit of this is it quickly shows how long it has been since you’ve gone to the gym. Keeping a steady amount of X’s on your calendar is an easy way to motivate yourself.
    8. Enjoyment Before Effort – After you finish any work out, ask yourself what parts you enjoyed and what parts you did not. As a rule, the enjoyable aspects of your workout will get done and the rest will be avoided. By focusing on how you can make workouts more enjoyable, you can make sure you want to keep going to the gym.
    9. Create a Ritual – Your workout routine should become so ingrained that it becomes a ritual. This means that the time of day, place or cue automatically starts you towards grabbing your bag and heading out. If your workout times are completely random, it will be harder to benefit from the momentum of a ritual.
    10. Stress Relief – What do you do when your stressed? Chances are it isn’t running. But exercise can be a great way to relieve stress, releasing endorphin which will improve your mood. The next time you feel stressed or tired, try doing an exercise you enjoy. When stress relief is linked to exercise, it is easy to regain the habit even after a leave of absence.
    11. Measure Fitness – Weight isn’t always the best number to track. Increase in muscle can offset decreases in fat so the scale doesn’t change even if your body is. But fitness improvements are a great way to stay motivated. Recording simple numbers such as the number of push-ups, sit-ups or speed you can run can help you see that the exercise is making you stronger and faster.
    12. Habits First, Equipment Later – Fancy equipment doesn’t create a habit for exercise. Despite this, some people still believe that buying a thousand dollar machine will make up for their inactivity. It won’t. Start building the exercise habit first, only afterwards should you worry about having a personal gym.
    13. Isolate Your Weakness – If falling off the exercise wagon is a common occurrence for you, find out why. Do you not enjoy exercising? Is it a lack of time? Is it feeling self-conscious at the gym? Is it a lack of fitness know-how? As soon as you can isolate your weakness, you can make steps to improve the situation.
    14. Start Small – Trying to run fifteen miles your first workout isn’t a good way to build a habit. Work below your capacity for the first few weeks to build the habit. Otherwise you might scare yourself off after a brutal workout.
    15. Go for Yourself, Not to Impress – Going to the gym with the only goal of looking great is like starting a business with only the goal to make money. The effort can’t justify the results. But if you go to the gym to push yourself, gain energy and have a good time, then you can keep going even when results are slow.

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