Make the Weekly Review Work Around Your Schedule

The Weekly Review is the backbone of any GTD® system. Yet for many, it feels rigid, overwhelming, or impossible to fit into a busy schedule. This week, we’re giving you three actionable strategies from GTD coaches that help make the review work for your life, not the other way around.

1. Waiting For Wednesday – Keep Your Follow-Ups Current

Inspired by GTD Coach Mary O’Malley

Keeping track of what you’re waiting for can be a challenge. Here’s a strategy that keeps your “Waiting For” list accurate and actionable:

Quick Wins:

Choose a day that’s easy to protect and stick to it consistently. Mary calls hers “Waiting For Wednesday.” Consistency trains your brain to expect check-ins.
Review every item: delete what’s no longer relevant, confirm what remains active, and flag items that need more scrutiny.
Keep the session short (5–25 minutes – this will depend on your volume) to prevent it from becoming a chore. A brief, focused check is far more sustainable than a long, exhausting session.
During your session, also check for dependencies or bottlenecks that may impact your projects and next actions. Knowing what’s blocking your progress is as valuable as the items themselves.
If you have a digital list manager that uses tags or labels, connect your “Waiting For” items to their respective projects or next actions so your follow-ups automatically connect to broader objectives. This keeps your system integrated and allows you to remain appropriately engaged.

🎥 Related Video: Waiting For Wednesday

2. Overcome Resistance – Make It Feel Doable

Inspired by GTD Coach Julie Ireland

Some weeks, the Weekly Review can feel impossible. Resistance can come from lack of energy, poor timing, or the sheer mental load of your work. Here’s how to make it more approachable and sustainable:

Quick Wins:

Schedule the review when you have energy and minimal distractions. Weekend mornings might work well, but the best time is the one you can consistently defend.
Commit to just 10 minutes if your motivation is low. Even a short session is better than skipping it entirely. Short reviews build momentum and reduce friction.
Break the review into bite-sized chunks: “Getting Current” one day, “Getting Clear” another, or tackle different project categories separately.
Reward yourself afterward with small treats, breaks, or simple “feel good” rituals to reinforce the habit and associate it with positive emotions.
Identify specific friction points that trigger resistance. Is it a certain inbox? A long list of projects? Use micro-strategies, like pre-sorting or prioritizing, to reduce the mental load before you start.
Introduce accountability with a coach or colleague check-in. Even brief feedback loops reinforce consistency and help you spot gaps in your system.

3. Separate The Review From Doing Work – Protect Your Focus

Inspired by GTD Coach Julie Ireland

A common trap is treating your Weekly Review like a catch-up session. The purpose of the review is to restore clarity and regain a sense of control, not to execute the work itself. Here’s how to keep your review more focused:

Quick Wins:

Treat the review as a pit stop to gather your thoughts, not a work session. Think of it as calibration for your system rather than a time to conduct step five: engage.
Separate “Getting Current” (updating lists, inboxes, and calendars) from actually doing those tasks. Update your system first, then plan work sessions afterward.
If your lists are long, break the review into smaller chunks to avoid burnout. You can review projects by category, by timeframe, or by priority to keep sessions manageable.
Even 20 minutes of focused review is enough to maintain clarity and confidence for the rest of the week. The quality of attention matters more than duration.
During the review, look for trends in your actions or waiting-for items. Are certain types of projects repeatedly delayed?Do certain meetings always get cancelled? Use these insights to adjust workflows or delegate more effectively.
Incorporate a “mini-reflection” at the end: note what worked during the week, what caused friction, and what your next focus should be. This bridges review with action without blurring the boundaries.

Quote of the Week:

“Productivity is never an accident. It is always the result of a commitment to excellence, intelligent planning, and focused effort.” – Paul J. Meyer

Every day, someone begins their GTD journey. You can be the one to introduce them by sharing this newsletter with them.

Cheers,

GTD Focus

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