Even the most perfectly organized system becomes less useful over time if it's not maintained. The Reflect phase is about regularly reviewing your system to keep it current, ensure nothing falls through the cracks, and maintain your confidence in your productivity setup.
What is Reflecting?
Reflecting is the process of regularly reviewing your GTD system to ensure it remains current, complete, and effective. This habit creates a rhythm of focused attention on different aspects of your work and life at appropriate intervals.
Without this step, even the best-organized system can become:
- Outdated with stale information
- Incomplete as items fall through cracks
- Untrustworthy, leading to mental overload
- Disconnected from your evolving goals
David Allen's Perspective
"The Weekly Review is the critical success factor for marrying your larger commitments to your day-to-day activities."— David Allen
Allen emphasizes that while many people successfully implement capturing, clarifying, and organizing, those who skip regular reviews often find their system gradually breaking down over time.
Types of Reviews
Daily Review
A quick check each day to prepare for what's ahead and stay on top of immediate concerns. This brief review only takes 5-10 minutes but provides tremendous focus and clarity.
Daily Review Checklist:
- Check your calendar for today and tomorrow
- Review your Next Actions list
- Process new inbox items
- Adjust plans based on completed work and new priorities
Weekly Review
The cornerstone of the GTD system. This more thorough review keeps everything on track and prevents things from slipping through the cracks. It typically takes 1-2 hours and is best done at a consistent time each week.
1. Get Clear
- Process all inboxes to empty
- Gather loose papers and materials
- Capture any uncaptured items
- Empty your mind of lingering thoughts
2. Get Current
- Review past and upcoming calendar
- Review projects list
- Review next actions lists
- Review waiting for list
- Review any relevant checklists
3. Get Creative
- Review someday/maybe list
- Consider new ideas or projects
- Think about bigger picture goals
- Check for any "stuck" projects
Monthly/Quarterly Review
A higher-altitude review focusing on bigger projects, longer-term goals, and broader areas of responsibility.
Review Focus:
- Progress on bigger projects and goals
- Areas of focus and responsibility
- Alignment with longer-term objectives
- Someday/Maybe items
Annual Review
A high-level review of your life and work, looking at the big picture and long-term direction.
Review Focus:
- Reflect on past year achievements and challenges
- Set or adjust goals for coming year
- Consider major life areas and direction
- Clean up and archive completed projects
The Weekly Review in Detail
Because of its importance as the "secret sauce" of GTD, let's break down the Weekly Review process in more detail:
Preparation
- 1
Set aside uninterrupted time
Block 1-2 hours on your calendar. Protect this time as you would an important meeting.
- 2
Gather your tools
Ensure you have access to all parts of your GTD system, calendar, and any other resources.
- 3
Find a quiet, comfortable space
Choose a location where you won't be interrupted and can focus completely.
- 4
Clear your mind
Begin with a brief meditation or reflection to be fully present for the review.
Common Obstacles
Not enough time
Treat your Weekly Review as a non-negotiable appointment. Start with just 30 minutes if needed.
Too many interruptions
Go somewhere quiet, turn off notifications, and communicate your unavailability.
Inconsistency
Schedule your Weekly Review at the same time each week to build a habit.
Feeling overwhelmed
Break your review into smaller parts if needed; it's better to do something than nothing.
The Three-Phase Process
1. Get Clear
- Process all physical and digital inboxes to empty
- Capture any loose papers, notes, or items not yet in your system
- Clear your mind by writing down any uncaptured thoughts or ideas
- Make sure everything has been properly processed and clarified
2. Get Current
- Review your calendar for the past week - note any items that need follow-up
- Review upcoming calendar - ensure you're prepared for future commitments
- Review your projects list - ensure each has a current next action
- Review your Next Actions list - update status and relevance
- Review your Waiting For list - follow up as needed
- Review any relevant checklists
3. Get Creative
- Review your Someday/Maybe list - activate or remove items
- Consider any new ideas or projects you might want to initiate
- Think about higher-level goals and how current projects align
- Reflect on your areas of focus and responsibility
Reflection Insight
The Weekly Review is often called the "secret sauce" of GTD. While many people implement capturing, clarifying, and organizing effectively, those who skip regular reviews often find their system becoming less trustworthy over time.
Think of your review as maintenance for your productivity system. Just as a car needs regular oil changes to run smoothly, your GTD system needs regular reviews to stay effective.
Using the App for Reviews
This application supports your reflection process with features designed to make reviews easier and more effective:
Comprehensive Navigation
Easy navigation between all your lists makes it simple to review all components of your system in one session.
Weekly Review Checklist
A built-in checklist feature (coming soon) will guide you through each step of an effective review.
Advanced Filtering
Filter and sort tasks by date, project, or context to see exactly what you need during your review.
Review Reminders
Set up notifications and reminders to ensure you never miss your scheduled reviews.
What Comes Next
After reflecting and updating your system, you're ready for the final phase of GTD:
In the next phase, Engage, you'll:
- Confidently choose what to work on at any moment
- Use your trusted system to make decisions about your actions
- Apply contextual criteria to select your next tasks
- Achieve focus and flow in your work