Reviewing Your To-Do List
How often do you review your to-do list? Does it get the same amount of attention as your other productivity practices? Of course, it should because your to-do list acts as a sort of map, and if you're not regularly checking in to see where you're at, you'll quickly lose your way. Furthermore, it's a lot easier to prioritise a regular review than it is to try and recoup lost time from bouncing around without a clear picture of your desired outcomes.
In David Allen's famous book "Getting Things Done'" he recommends weekly reviews, preferably on the last business day of your week. But, unfortunately, he also suggests that you put aside about two hours for each review, which is often not realistic for a lot of us.
That's why I've put together a high-level outline below that you could follow instead, which will hopefully make it easier for you to commit to and implement in your life.
Choose your weekly review slot wisely
We've often talked about the value of consistency, so make sure that you do your review simultaneously, and even in the same place, every week so that it becomes a habit. Friday or Sunday afternoons have worked best for me, but don't be afraid to try a few slots until you find the one that works for you.
Have a checklist handy
It seems crazy that you need a list to check your list, but there are a few things that you'll consistently need to review, and until you're confident in remembering it all – have this checklist handy.
Get clear: This is when you 'look backwards' on anything you need to action. Think notes to yourself, unopened mail, calendar items you didn't get around to completing or emails you haven't filed, or any ideas that you need to jot down and expand on.
Get current: This is all about review, review, review. What projects have you completed that can now be removed from your list? Is there anything that you can break down further to make it more manageable? Are your calendar entries realistic for the upcoming week? Be honest and ruthless for best results - don't decide what you'd like to achieve, but instead on what you can achieve.
Get creative: This is the exciting part as you get to review your "Someday Maybe list" or expand on those slightly crazy but 'might just work' ideas. It's the part that will get you dreaming and your creative juices flowing.
Check-in with yourself
Once you've completed your checklist, it's time for some targeted reflection to ensure that you're still on the right path (Remember - your to-do list acts as a map). Ask yourself questions like 'How do I feel this week went overall?', 'Which actions did I take to propel me towards my long-term goals?' or 'What can I improve for next week?'.
And that's it. It seems a lot, I know, but as you do this more and more often, it will get faster and faster, and the benefits will far outweigh the time it took. The key is to make sure that you're consistent, realistic and honest – again, focus on what you can do rather than what you'd like to do.
If you find that you're not sticking to your review slot, consider trying another time, or as a bare minimum – review your "Get clear" and "Get Current" sections. Then leave the groundbreaking creativity for another time – which, of course, you'll diarise as a reoccurring event in your calendar to review.