Plenty of productivity articles talk about having the daily or weekly review sessions to keep track of what you have done and do projection for the time period ahead. I have been doing my daily reviews diligently to determine what I need to do for the day; however I have never started doing any weekly reviews even though I had learnt about this technique for over a year or two.
Just last week I initiated my first weekly review and I must say that it was a good break from the hectic work life to do re-focusing. Not only that, doing a review forces you to think about what is the next phase in a project. No longer is an action item just marked done and left as it is. Now, I have to think what I need to do subsequently. This meant that the possibility of neglecting the project and leaving it to rot has reduced significantly.
I would like to take this opportunity to share my current method of doing a weekly review. There might be better ways of doing a review, so do share with me if anyone has any ideas. I will also be tweaking this to make this better in future.
The weekly session happens on a Saturday because (1) I am able to have more sleep and feel more refreshed and (2) my partner is working on Saturday mornings so it would be the best time to do such reviews without sacrificing our quality time together.
The session is broken into two phases, (1) the review phase and (2) the forecasting phase.
The Review Phase
During this segment, I will write down what I have done in the past weeks. For example, I might have finalised a paper on maintenance training, or collated safety information from various departments. A good tip is to look at your calendar and go through the meetings that you have attended. Next, to think about each day (Monday to Friday), and remember what we have done out of the meetings.
After this is done, we will have a whole list of tasks performed. I will ask myself what the next step is. It could be to submit the paper for approval, or to write an email to the Safety Officer on my collated data. These “action items” are transferred to my “to do database” for subsequent planning in my daily cycle.
What I do for the above is to draw a table with two columns: (1) what I have done and (2) what I need to do subsequently.
The Forecasting Phase
The forecasting phase involves looking at my calendar to refresh my memory on what meetings I have been scheduled for in my next week. This allows me to think of the next question: “What do I need to prepare for these meetings”. I would come up with a list that might include delegating some information gathering to my team, and I would have to mentally factor in additional time slots for periodic check backs. This is because not everything can be done to standard within the first try, and most of the time additional information needs to be requested.
Next, I look at my “to do database” to determine what are the big ticket items that are (1) urgent and important or (2) important but not urgent. Such items are placed on the weekly priority and should be completed. Point (2) is key as if we do not tackle these items, these items would be elevated to the “urgent and important” category as the deadline approaches.
I’m in my second week of the review session and it has worked well for me so far. Try it!