I’ve always kept a journal of some kind, but my weekly review is a more recent thing. More structured than my daily writing, it’s surprisingly powerful. It’s helped me stay focussed on what’s important, get more done, and have more time to do the things I enjoy.
When you do it doesn’t really matter, so long as it’s a regular time each week, when you don’t feel too rushed.
Some people like Monday morning, others do it at the end of the day on Friday. I tend to do it on Sunday morning, when I have more distance on the working week and it’s easier for me to think and plan.
Armed with my journal, my calendar and a coffee, I evaluate the past week. Then I plan the week ahead, keeping longer-term goals in mind.
If I can, I like to spend a quiet, contemplative hour on this. But on a busy week, I can do it in 10-15 minutes. Either way, this weekly review has been a game-changer. It helps me stay focussed, get more done – and have more time to do things I enjoy outside of work.
So I’m sharing my process here, for you to adapt and use.
First, celebrate the wins.
As soon as we solve a problem, most of us tend to forget it ever existed. It’s easy to overlook what you’ve actually done, especially when your to-do list never seems to get any shorter.
It can be uplifting to quickly go over your task list, and see how much you have done. Listing your achievements, week by week, also means you have a record of your progress for those inevitable times when it feels as if you’re not moving forward at all.
It’s important to look at everything.
A few weeks ago, for instance, I was surprised at how little work I’d done. But going over my calendar, I realised that one day was a friend’s birthday. A group of us had gone out for a long, enjoyable pub lunch then a bracing walk in the countryside. I’d reconnected with old friends, laughed a lot, spent some time in nature, and walked over 20,000 steps, so it was a day well spent.
Another day, I’d concentrated on health matters. I’d booked a massage to deal with a niggling back pain, and had a routine medical check-up. Rather than rush home between these two appointments to work, I’d gone to a café. I’d caught up with some reading, then had my weekly ‘play date’ – going to an art exhibition.
Both of these days were energising and replenishing, and it was good to celebrate that. And suddenly the fact that I’d still written 2300 words, coached for 10 hours and got some other tasks off my list seemed more of an achievement.
When planning the following week, I also felt happy packing my schedule and working later some nights. Because I knew I’d have the energy for it.
Assess your to-do list.
If items have been lingering on my to-do list for weeks, I check how important they are.
- Could I get rid of it, or delegate it to someone else?
- Is it relevant to my current goals and priorities?
- Do I need more information, or to break it down into smaller steps?
- Or am I delaying it simply because it’s difficult or scary?
If it’s the latter, I’ll put the task on the following week’s list as a priority, and do it first. The rest of the week goes better when the hardest thing is already done.
Then get down to the numbers.
I try to do at least 8,000 steps a day. On a busy day, I might sit in front of my computer screen for hours, writing or coaching. But I still go out for a walk after dinner, because I don’t want to record, in my weekly review, that I didn’t meet my step count. With anything you’re trying to do regularly, the simple act of counting and recording your output tends to improve it.
Tracking the numbers also gives you a much more realistic idea of how long it takes to do certain tasks. I’m starting to realise – duh! – that I never get to the end of my to-do list for the week, because I constantly underestimate how long it takes to get certain jobs done. Counting it all means I’m slowly getting more realistic about what to put on my list for the coming week.
Here’s what I’m counting at the moment:
- The number of words I’ve written
- The total hours I’ve spent in coaching conversations
- The number of subscribers on my email list
- My steps, and any other exercise
- Days I’ve meditated for at least 10 minutes
Then I might journal for a few minutes on what these numbers mean, what I’ve learned. Analysing which email list-building activities have been most effective, for instance, has meant I can gradually focus on creating systems for the things that work for me, rather than forever taking new courses and chasing after the latest new tip, trick or app.
Keeping track of meditation has helped me realise that I’m more consistent if I do it early in the day. So I’m now cementing that into my morning routine. But once a habit is established, I tend to stop tracking it. And it’s important not to track too much at once. You are not a tamogotchi toy!
How are you feeding your mind?
As part of my weekly review, I’ve started keeping a note of what films and TV shows I watch. What events I’ve attended, notes on books I’ve read, or courses and talks. It helps you see where your time is going. And it’s made me much more deliberate about what I consume.
I’ve always kept lists of books to read, but now I also list films, documentaries, podcasts, courses. Then I actively choose what I want to focus on in the following week, rather than just listening to a talk because it popped up in my feed, or watching whatever happens to be on TV.
This means I’m finally getting through the documentaries I’ve been meaning to watch. I take online courses or read books and articles that fit closely with my current work goals and projects, rather than just sitting in on random webinars and never implementing what I’ve learned.
This also leaves me more time for fun, escapist reading or viewing, rather than grimly working my way through an in-box filled with newsletters and random information. Or watching reruns of Taskmaster on Dave because I’m too tired to remember that great film I really I wanted to watch.
How are you feeding your body?
Meal planning might seem a bit OTT, but it saves time. Having a plan makes it easier to pick up anything we need during the week, use up leftovers, or get things out the freezer the night before.
It has reduced our grocery bills and our food waste dramatically. It’s also much easier for the rest of the family to take a turn cooking if they know what’s planned for dinner.
We’re flexible about this. We often switch nights around, or change our mind at the last minute. But having a plan for the week’s main meals frees up a lot of bandwidth. If we order a takeaway now, it’s because we want to. Not because it’s too late to make anything else.
How are you managing your energy?
Before my weekly reviews, I rarely looked at the week ahead in an organised way. Now I check my work and personal schedules, and look for potential clashes and energy drains – and also for opportunities.
If I’m going out late with friends, for instance, I probably want to move that 8am work call the following day. If I’m travelling up to London for a work meeting, I might also plan to see an exhibition or film, or meet up with a friend.
Once all the fixed appointments are in place, I block out time for everything else I need to do that week. Batching tasks really helps. You’re not wasting energy switching from admin to creative work, phone calls to deep thinking. As well as my daily writing hour, I try to clear at least one four-hour stretch for uninterrupted writing, if possible. I also make sure I have a weekly ‘play date’ scheduled: at least an hour to explore, relax or do something interesting, playful, new or inspiring, and keep the creative juices flowing.
Buffers are crucial: it’s important not to schedule every minute. We all need space to think and generate new ideas, and time we can use for whatever curveballs life throws our way.
Build in recovery time, too. Especially on busy days. On a day of non-stop meetings, for instance, I’ll allow time to walk between appointments, or to just gather myself by sitting in a cafe for 20 minutes. This isn’t time wasted. It’s energy replenished. And none of us run well on an empty tank.
Handling deadlines
If a project has a deadline, I write that on my calendar. But it still won’t get done unless I schedule in time to actually work on it. So I work out how long it will take to complete the task (plus at least 25% extra to allow for life getting in the way), and block that time out too. This saves desperate all-nighters at the last minute, or rising stress as the deadline approaches.
Most of us also have projects without deadlines. Personal project, or things we want to do, like ‘learn Spanish’ or ‘Read War And Peace‘ can stay on the to-do list for months, even years. Unless we actually choose to find a good Spanish teacher and block out two hours a week for the lesson. Or decide to go to bed an hour early and read 2-3 times a week.
And if the thought of that feels you with dread rather than excitement, consider if you really need to speak Spanish. Or why Tolstoy is on your reading list at all.
Are you staying on track?
This is where you check your priorities, and make sure you’re doing something to move towards your most important goals. It’s easy to get pulled off course by events, your in-box or the demands and priorities of others. Your weekly review is a chance to get back to what you want.
I always have a 90-day plan, with clear goals for my business and my life. But it’s easy to forget these, as new tasks and demands crowd in. My weekly check-ins help me to stay on track, to make sure that at least some of the tasks I add to my list are progressing my longer-term plans.
Who are you connecting with?
Finally, I look at connection. It’s easy, when you work from home as I do, not to see anyone except the people you live with for days on end.
So I schedule in reminders to call friends I haven’t spoken to in a while. I set up chats with other coaches or writers. And I make sure I organise a coffee date, drinks with friends or a virtual get-together at least once a week.
I also make lists of new people I’d like to connect with, and make a point of reaching out to some of them. Even if it’s just interacting with something they’ve posted on social media. Over time, it’s surprising how often these can develop into closer relationships.
We talk more about planning, reviewing and stepping back from your business to see the bigger picture in my 10-week group course on growing your creative business. The next one starts on October 3, and there are still a few places left. Click the link above for more details.
What do you think?