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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 January 13, 2020

    The Importance of Reminders (And How to Make a Reminder Work)

    The Importance of Reminders (And How to Make a Reminder Work)

    No matter how well you set up your todo list and calendar, you aren’t going to get things done unless you have a reliable way of reminding yourself to actually do them.

    Anyone who’s spent an hour writing up the perfect grocery list only to realize at the store that they forgot to bring the list understands the importance of reminders.

    Reminders of some sort or another are what turn a collection of paper goods or web services into what David Allen calls a “trusted system.”[1]

    A lot of people resist getting better organized. No matter what kind of chaotic mess, their lives are on a day-to-day basis because they know themselves well enough to know that there’s after all that work they’ll probably forget to take their lists with them when it matters most.

    Fortunately, there are ways to make sure we remember to check our lists — and to remember to do the things we need to do, whether they’re on a list or not.

    In most cases, we need a lot of pushing at first, for example by making a reminder, but eventually we build up enough momentum that doing what needs doing becomes a habit — not an exception.

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    From Creating Reminders to Building Habits

    A habit is any act we engage in automatically without thinking about it.

    For example, when you brush your teeth, you don’t have to think about every single step from start to finish; once you stagger up to the sink, habit takes over (and, really, habit got you to the sink in the first place) and you find yourself putting toothpaste on your toothbrush, putting the toothbrush in your mouth (and never your ear!), spitting, rinsing, and so on without any conscious effort at all.

    This is a good thing because if you’re anything like me, you’re not even capable of conscious thought when you’re brushing your teeth.

    The good news is you already have a whole set of productivity habits you’ve built up over the course of your life. The bad news is, a lot of them aren’t very good habits.

    That quick game Frogger to “loosen you up” before you get working, that always ends up being 6 hours of Frogger –– that’s a habit. And as you know, habits like that can be hard to break — which is one of the reasons why habits are so important in the first place.

    Once you’ve replaced an unproductive habit with a more productive one, the new habit will be just as hard to break as the old one was. Getting there, though, can be a chore!

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    The old saw about anything you do for 21 days becoming a habit has been pretty much discredited, but there is a kernel of truth there — anything you do long enough becomes an ingrained behavior, a habit. Some people pick up habits quickly, others over a longer time span, but eventually, the behaviors become automatic.

    Building productive habits, then, is a matter of repeating a desired behavior over a long enough period of time that you start doing it without thinking.

    But how do you remember to do that? And what about the things that don’t need to be habits — the one-off events, like taking your paycheck stubs to your mortgage banker or making a particular phone call?

    The trick to reminding yourself often enough for something to become a habit, or just that one time that you need to do something, is to interrupt yourself in some way in a way that triggers the desired behavior.

    The Wonderful Thing About Triggers — Reminders

    A trigger is anything that you put “in your way” to remind you to do something. The best triggers are related in some way to the behavior you want to produce.

    For instance, if you want to remember to take something to work that you wouldn’t normally take, you might place it in front of the door so you have to pick it up to get out of your house.

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    But anything that catches your attention and reminds you to do something can be a trigger. An alarm clock or kitchen timer is a perfect example — when the bell rings, you know to wake up or take the quiche out of the oven. (Hopefully you remember which trigger goes with which behavior!)

    If you want to instill a habit, the thing to do is to place a trigger in your path to remind you to do whatever it is you’re trying to make into a habit — and keep it there until you realize that you’ve already done the thing it’s supposed to remind you of.

    For instance, a post-it saying “count your calories” placed on the refrigerator door (or maybe on your favorite sugary snack itself)  can help you remember that you’re supposed to be cutting back — until one day you realize that you don’t need to be reminded anymore.

    These triggers all require a lot of forethought, though — you have to remember that you need to remember something in the first place.

    For a lot of tasks, the best reminder is one that’s completely automated — you set it up and then forget about it, trusting the trigger to pop up when you need it.

    How to Make a Reminder Works for You

    Computers and ubiquity of mobile Internet-connected devices make it possible to set up automatic triggers for just about anything.

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    Desktop software like Outlook will pop up reminders on your desktop screen, and most online services go an extra step and send reminders via email or SMS text message — just the thing to keep you on track. Sandy, for example, just does automatic reminders.

    Automated reminders can help you build habits — but it can also help you remember things that are too important to be trusted even to habit. Diabetics who need to take their insulin, HIV patients whose medication must be taken at an exact time in a precise order, phone calls that have to be made exactly on time, and other crucial events require triggers even when the habit is already in place.

    My advice is to set reminders for just about everything — have them sent to your mobile phone in some way (either through a built-in calendar or an online service that sends updates) so you never have to think about it — and never have to worry about forgetting.

    Your weekly review is a good time to enter new reminders for the coming weeks or months. I simply don’t want to think about what I’m supposed to be doing; I want to be reminded so I can think just about actually doing it.

    I tend to use my calendar for reminders, mostly, though I do like Sandy quite a bit.

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    Featured photo credit: Unsplash via unsplash.com

    Reference

    [1] Getting Things Done: Trusted System

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