FacileThings

GTD: The Definitive Guide to The Weekly Review

AUTHOR: Francisco Sáez

GTD is a methodology for personal organization that promises you stress-free productivity if you make good use of it. For this, it is necessary to establish three key habits:

  1. Collect or capture in your system anything that you consider unfinished or incomplete.
  2. Process all the stuff you have been collecting, that is, clarify what each thing means.
  3. Review your system on a regular basis, for it to be clear and match your current reality. A Weekly Review is usually recommended.

In my experience, and according to the feedback I get from FacileThings users, the Weekly Review is the hardest habit to achieve and the main reason why people no longer stay organized and, ultimately, stop using GTD.

If you think about it a bit, it’s normal. The Weekly Review has all the ingredients of the tasks that we most tend to put off. It requires a long time (from half an hour to two hours, depending on your level of activity), it is complex (it is a task which in turn is broken down into a good list to check points) and nobody forces you to do it. So if it’s Sunday, 24ºC and the beach is crowded, will you do the Weekly Review or will you go to the beach bar to take a beer? That is an easy decision, right?

Since we want to help you reach that state of maximum productivity that GTD offers, we have built in FacileThings a guide to the Weekly Review that removes the complexity of the task and helps you complete it within a much more reasonable period of time (20 to 30 minutes may be enough):

Step 1: Collect all loose papers

Gather all business cards, receipts, and paper-based materials you have been collecting during the week and bring them into the system. Then stop for a moment to think if there is anything else on your mind that you should capture.

You can use the keyboard shortcut Ctrl+Enter to collect and PgDown (fn+down arrow on Mac keyboards) to continue with the next step.

Weekly Review - Collecting

Step 2: Get your Inbox to zero

Process what you have captured in the first step and all outstanding stuff.

You can also use the keyboard shortcut PgUp (fn+up arrow on Mac keyboards) to go back to the previous step.

Weekly Review - Processing

Step 3: Look at your previous Calendar data

Here you can see all the pending events in your Calendar and the ones you have completed the previous week. Upgrade the pending items and capture anything you think you need to definitely settle these tasks.

Weekly Review - Past events

Step 4: Prepare your upcoming Calendar

Look at your future Calendar events (you’ll also see the Tickler File events that will be activated in the coming days) and capture the actions needed to prepare them properly.

Weekly Review - Next events

Step 5: Review your Next Actions list

Review your whole list of Next Actions. Check off the tasks you’ve already completed, move things that should be in other lists, and update the information.

Weekly Review - Next actions

Step 6: Review your Waiting For list

Check off the items you have already received. For the rest, capture the follow-up actions you consider relevant.

Weekly Review - Waiting for

Step 7: Review your Projects

Review each of your active projects. Put on hold (waiting) those you cannot continue for the moment, and mark those you have finished. Ensure that at least there is one Next Action for each project in progress.

Weekly Review - Projects

Step 8: Review your Someday/Maybe list

You are almost done. The time has come to be creative. Review the items in your Someday/Maybe list (only the ones that are not associated with any project are shown). Is there anything that should be done now? Anything that you feel like doing? See if there are things you may activate and process them. Remove items that are no longer of interest or have become obsolete.

Weekly Review - Someday/Maybe

Step 9: Be creative and courageous

Take a few minutes to meditate. Are there any new creative and wonderful idea that is hitting your mind? Capture it!

Weekly Review - Ideas

Step 10: Clarify and finish!

Likely, during the review you have collected new stuff and ideas. Process them and you’re done.

Weekly Review - Finish

As always, this is a first approximation and we expect your feedback to improve it and make it more useful. Thanks for your support!

14 comments

84e1ba0c41dc6d5e61c48c9352026239
Commented about 5 years ago James Curran

I used this last night and it worked great. I'm a by the book GTDer so my existing routine is pretty much what you've implemented. Thanks!

84e1ba0c41dc6d5e61c48c9352026239 James Curran

I used this last night and it worked great. I'm a by the book GTDer so my existing routine is pretty much what you've implemented. Thanks!

1ff7df1fef66f3039cf9db09994e57dc
Commented about 5 years ago Shady Qaddoura

Wawo good job man. really I jumped when I loged in this evening and see the review part has been added :D thank you man

1ff7df1fef66f3039cf9db09994e57dc Shady Qaddoura

Wawo good job man. really I jumped when I loged in this evening and see the review part has been added :D thank you man

7d62ebb980ce4e5c824b398e08c45777
Commented about 5 years ago Andreas

Great!

7d62ebb980ce4e5c824b398e08c45777 Andreas

Great!

Fcb879f1bc70aa0f661b842011f280fb
Commented about 5 years ago Francisco Sáez

@James, @Shady, @Andreas,

I'm glad you found it helpful. This is a critical step to succeed with GTD. I think this wizard will save time, and especially encourage to not skipping it.

Thanks for your support!

Fcb879f1bc70aa0f661b842011f280fb Francisco Sáez

@James, @Shady, @Andreas,

I'm glad you found it helpful. This is a critical step to succeed with GTD. I think this wizard will save time, and especially encourage to not skipping it.

Thanks for your support!

F063a8a3d88eb3c70f5a0ef7305cbc6f
Commented about 5 years ago Per-Karsten Nordhaug

Excellent!
This was one of my most wanted features :)
Will try it during my review this coming monday.

F063a8a3d88eb3c70f5a0ef7305cbc6f Per-Karsten Nordhaug

Excellent!
This was one of my most wanted features :)
Will try it during my review this coming monday.

Fcb879f1bc70aa0f661b842011f280fb
Commented about 5 years ago Francisco Sáez

Great, @Per-Karsten! Let me know if you miss anything.

Fcb879f1bc70aa0f661b842011f280fb Francisco Sáez

Great, @Per-Karsten! Let me know if you miss anything.

6da1bb3e0843daf57f8e94aae415c915
Commented about 5 years ago Roger Schmidt

My congrats, Francisco. That's a pretty nice tool, very well documented, and intuitive!

6da1bb3e0843daf57f8e94aae415c915 Roger Schmidt

My congrats, Francisco. That's a pretty nice tool, very well documented, and intuitive!

Fcb879f1bc70aa0f661b842011f280fb
Commented about 5 years ago Francisco Sáez

Thank you, @Roger!

Fcb879f1bc70aa0f661b842011f280fb Francisco Sáez

Thank you, @Roger!

A0dcd2c0bb57a1ace5b23ad0cfb0177a
Commented about 5 years ago Andy Dingle

Now this is the best thing to happen for GTD in a long time.

Can't wait to use this over the weekend.

A0dcd2c0bb57a1ace5b23ad0cfb0177a Andy Dingle

Now this is the best thing to happen for GTD in a long time.

Can't wait to use this over the weekend.

Fcb879f1bc70aa0f661b842011f280fb
Commented about 5 years ago Francisco Sáez

Thanks @Andy, glad you like it!

Fcb879f1bc70aa0f661b842011f280fb Francisco Sáez

Thanks @Andy, glad you like it!

6d305c5e33f2de335cc93ca39576d689
Commented about 5 years ago dan sullivan

This is super outstanding. For me, remembering to follow up on Waiting items and prioritizing new tasks among the existing are the gems in my productivity that I sometimes forget.

Thank you!

I've tried so many productivity tools, this is the best I've ever used.

6d305c5e33f2de335cc93ca39576d689 dan sullivan

This is super outstanding. For me, remembering to follow up on Waiting items and prioritizing new tasks among the existing are the gems in my productivity that I sometimes forget.

Thank you!

I've tried so many productivity tools, this is the best I've ever used.

Fcb879f1bc70aa0f661b842011f280fb
Commented about 5 years ago Francisco Sáez

Thank you so much for your words, @Dan!

Fcb879f1bc70aa0f661b842011f280fb Francisco Sáez

Thank you so much for your words, @Dan!

504ccc60391c04ba33498e0419886346
Commented about 5 years ago Ed

I do not use Google calendar, I have apple products and use apple calendar with icloud. Any plans to integrate with Facile things?

504ccc60391c04ba33498e0419886346 Ed

I do not use Google calendar, I have apple products and use apple calendar with icloud. Any plans to integrate with Facile things?

Fcb879f1bc70aa0f661b842011f280fb
Commented about 5 years ago Francisco Sáez

Hi @Ed,

Still no plans to integrate with iCloud, but we'll poll users to get an idea of ​​the need. Thanks!

Fcb879f1bc70aa0f661b842011f280fb Francisco Sáez

Hi @Ed,

Still no plans to integrate with iCloud, but we'll poll users to get an idea of ​​the need. Thanks!

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