The Weekly Review is often called the "secret sauce" of GTD for good reason. It's the practice that keeps your entire system current, trustworthy, and effective. Without it, even the most well-designed productivity system will gradually become less reliable as new inputs arrive, priorities shift, and circumstances change.
The Importance of the Weekly Review
David Allen calls the Weekly Review "the critical success factor for marrying your larger commitments to your day-to-day activities." This dedicated time allows you to:
- Get clear on the status of all your projects and commitments
- Update and maintain your system
- Gain perspective on your priorities
- Set yourself up for a productive week ahead
Why Weekly?
The week is the ideal timeframe for a comprehensive review. It's frequent enough to keep your system accurate and your mind clear, but not so frequent that it becomes burdensome. A week is also a natural planning horizon for both personal and professional commitments.
Those who consistently perform Weekly Reviews report less stress, fewer dropped balls, and a greater sense of control over their work and life.
When to Do Your Weekly Review
Choose a consistent time that works for your schedule and temperament. The most common options are:
Friday Afternoon
Clear the decks before the weekend and close out the work week. This allows you to:
- Enter the weekend with a clear mind
- Capture and process all work inputs while they're fresh
- Close out the week feeling organized and in control
Sunday Evening
Set up for the week ahead before it begins. This allows you to:
- Start Monday with clarity and purpose
- Plan your week with a refreshed perspective
- Begin the week with confidence instead of chaos
Monday Morning
Start the week with a review session. This allows you to:
- Immediately address any weekend inputs
- Set the tone for a productive week
- Make strategic decisions before the week gets busy
Pro Tip: The key is consistency—pick a time that you can protect and maintain weekly. It's better to do a regular, shorter review than an occasional perfect one. If your schedule varies, consider having a primary time and a backup time.
Weekly Review Checklist
A comprehensive Weekly Review consists of three main phases: Get Clear, Get Current, and Get Creative. Follow this checklist for a thorough review that will set you up for success.
Prepare (5-10 minutes)
- Clear your physical workspace
- Close unnecessary apps and browser tabs
- Gather your tools (computer, notebooks, app access)
- Ensure you have uninterrupted time (1-2 hours)
- Take a few deep breaths to center yourself
This preparation stage helps set the right conditions for a focused and effective review.
Get Clear (15-30 minutes)
1. Process all physical collection points:
- Physical inbox
- Notebook/papers
- Wallet/pockets
- Briefcase/bag
- Desk surface and drawers
- Physical mail
2. Process all digital inboxes:
- Email (all accounts)
- App inbox/capture points
- Text messages
- Voice memos
- Social media messages
- Notes app
3. Empty your head:
- Write down any uncaptured tasks or ideas
- Note any concerns taking mental bandwidth
- Document any incomplete items you're thinking about
The goal of this phase is complete collection—getting everything out of your physical and digital environments and into your system.
Get Current (30-60 minutes)
1. Review Calendar:
- Review the past week for any missed actions or follow-ups
- Review the coming weeks for upcoming appointments and deadlines
- Add any necessary preparation tasks to your system
- Look for any scheduling conflicts or issues
2. Review Projects list:
- Check the status of each project
- Ensure each project has at least one next action
- Update project outcomes or milestones as needed
- Add any new projects that have emerged
- Mark completed projects as done
3. Review Next Actions lists:
- Mark completed actions
- Review for relevance and updates
- Add new next actions as needed
- Ensure actions are still the true "next" physical step
- Check that contexts are still appropriate
4. Review Waiting For list:
- Check for received items
- Follow up on any overdue delegated items
- Add new waiting-for items discovered during the review
- Update expected completion dates if necessary
This phase ensures your system accurately reflects your current reality and commitments.
Get Creative (15-30 minutes)
1. Review Someday/Maybe list:
- Consider if any items should be activated now
- Add new someday/maybe items
- Remove items no longer of interest
2. Review goals and objectives:
- Check alignment of current projects with goals
- Consider what's missing that should be initiated
- Review progress on longer-term goals
3. Creative thinking:
- Consider "What's working well?"
- Ask "What needs improvement?"
- Reflect on "What am I avoiding?"
- Brainstorm "What opportunities am I missing?"
This phase brings a higher-level perspective to your review, helping you align your day-to-day actions with your bigger picture goals and values.
Wrap-up (5-10 minutes)
- Identify your top priorities for the coming week
- Schedule any important tasks that have firm deadlines
- Save your Weekly Review notes if needed
- Close any open documents, tabs, or resources
- Take a moment to appreciate the clarity you've created
This final step helps you transition from review mode back to execution mode with clear priorities.
Weekly Review Tips
Don't rush the process. The Weekly Review is your opportunity to step back from day-to-day operations and gain perspective. It often produces valuable insights, clears mental clutter, and helps you approach your work with renewed focus and clarity.
Many people report that their best ideas and realizations come during their Weekly Review. By creating space to think more strategically, you'll often see connections and opportunities that aren't visible when you're in the thick of execution mode.
Common Weekly Review Challenges
Finding Time
Many people struggle to set aside 1-2 hours for their review. Try these strategies:
- Block it on your calendar as a recurring appointment
- Break it into smaller sections if needed (e.g., one hour Friday, one hour Monday)
- Communicate its importance to family/colleagues
- Consider it a non-negotiable commitment to yourself
Maintaining Focus
The Weekly Review requires sustained attention. To help with focus:
- Choose a location with minimal distractions
- Turn off notifications during your review
- Use music or white noise if helpful
- Have water and snacks available so you don't need to interrupt
- Use a timer to stay on track with each section
Keeping It Regular
Missing reviews can quickly lead to a deteriorating system:
- Track your review streaks to build motivation
- If you miss a week, don't wait - do a review as soon as possible
- Adjust the length or structure if needed to make it sustainable
- Remind yourself of the benefits you experience from regular reviews
Using the App for Weekly Reviews
This application provides several features to support your Weekly Review process:
Weekly Review Checklist
A guided, interactive checklist feature (coming soon) will walk you through each step of an effective review.
Unified List Access
Easy access to all your GTD lists in one place, making it simple to check and update your entire system.
Progress Tracking
Visual indicators show progress on projects, helping you quickly identify what's moving forward and what's stalled.
Review Reminders
Set recurring reminders for your Weekly Review time to help you build a consistent habit.
Your Weekly Review Journey
By incorporating the Weekly Review into your routine, you'll experience greater clarity, control, and confidence in your GTD practice. Like any habit, it may take time to establish, but the benefits are well worth the investment.
Remember these key principles as you develop your Weekly Review practice:
- Consistency matters more than perfection
- The review should be comprehensive but not overwhelming
- Adapt the process to your specific needs and circumstances
- Focus on the outcome: a clear mind and a trustworthy system
- The Weekly Review is an investment that pays dividends throughout your week