Podcast Summary: Getting Things Done – Ep. 294: 11 Steps of the Weekly Review

Date: January 22, 2025
Host: GTD® Team
Topic: The 11 Steps of the Weekly Review in the GTD system

Episode Overview

This episode is a practical, step-by-step guide to executing a full GTD Weekly Review, widely regarded as the "critical success factor" for sustained productivity and stress-free effectiveness. The host walks listeners through each of the eleven steps, exploring why the Weekly Review is both invaluable and often resisted, offering insights, tips, and prompts to make this reflective practice a habitual and accessible part of one’s system. The session is interactive, encouraging listeners to do the review in real time.

Key Discussion Points & Insights

The Weekly Review: Why It Matters

• Central Role in GTD: The Weekly Review is described as the “secret sauce” of the GTD system—a practice that, when done consistently, ensures the system remains current and trusted.
• Real-World Challenges: Many acknowledge the feeling of accomplishment after a review, yet admit they frequently avoid it or feel pressed for time.
• Built-in Flexibility: The review is meant to be adapted—weekly is ideal, but even reviewing every 10 days or biweekly is valuable if that's what your life demands.

“It’s sort of a secret sauce that if you do it regularly, you find out that the rest of your GTD system just holds together better.” – Host (02:20)

Structuring the Weekly Review (03:45)

The process is broken down into three main phases:

1. Get Clear
2. Get Current
3. Get Creative

1. Get Clear

a. Collect Loose Papers and Materials (07:05)

• Practical Step: Physically gather all loose items (from bags, desk, car, etc.) and designate an “in tray.”
• Purpose: Prepare to process and clarify these items.

b. Get “In” to Zero (09:20)

• Clarify everything in your inbox(es).
• If digital inbox is overwhelming, consider archiving old items.
• Discipline: Stay in “processing” mode, not “doing” mode, unless an item takes less than 2 minutes.

"We're just clarifying and getting things organized into your system. We're not getting into the doing unless the item is clearly less than two minutes to complete." – Host (13:45)

c. Empty Your Head (Mind Sweep) (17:40)

• Prompt: Capture anything lingering in your mind—potential action items, projects, or reminders.
• Clarify these as you would any new inbox item.

2. Get Current

a. Review Next Actions Lists (21:30)

• Mark off completed actions.
• Review for possible recategorization or quality improvement.
• Avoid “doing” tasks—focus on scanning and updating.

b. Review Previous Calendar Data (26:10)

• Look back at past appointments for missed follow-ups, unrecorded actions, or reference data to be categorized.
• Safety Net: Prevent forgotten commitments.

c. Review Upcoming Calendar (28:25)

• Scan future appointments/events and determine if preparatory actions are needed.
• Schedule prep time if necessary, so you proactively manage your commitments.

“For me, those [calendar reviews] have a lot of feel better in a hurry leverage to them.” – Host (29:50)

d. Review Waiting For List (30:25)

• Note items you’re waiting on from others or external parties.
• Add new “waiting for”s or follow up on overdue deliverables.

e. Review Projects List (32:30)

• Assess status for each project; ensure at least one clear next action is defined.
• Review support materials and update accordingly.
• Only the next physical action needs to be on your actionable list.

"You only need one, but it should be at least one good one like that." – Host (37:48)

3. Get Creative

• Though less detailed in this session, the final phase is about brainstorming and exploring ideas, new projects, or improvements—the “creative” time you earn once your system is clear and current.
• Review your Someday/Maybe list or consider fresh ideas that have surfaced through the process.

Notable Quotes & Memorable Moments

• On Perfectionism:

  “Any reviewing is better than none at all." – Host (05:05)
  Don’t let perfectionism stop you from reviewing. A partial review is still progress.

• On Practical Flexibility:

  “Kind of like if you're going to the gym, don't say, well, I have to go to the gym and work out intensively for an hour and a half or it doesn't count." – Host (06:00)

• On List Quality:

  “The quality of your lists is improved greatly by time you spend on clarifying. That's quality time where you really slow down.” – Host (16:35)

• On Calendar Review as a Quick-Fix:

  "For me, those [previous/upcoming calendar reviews] have a lot of feel better in a hurry leverage to them." – Host (29:50)

Segment Timestamps

| Segment | Time | |------------------------------------------|-----------| | Introduction & Importance | 00:00–03:45| | Weekly Review Structure Explained | 03:45–06:00| | Get Clear – Collect Materials | 07:05 | | Get Clear – Process Inboxes | 09:20 | | Get Clear – Mind Sweep | 17:40 | | Get Current – Review Next Actions | 21:30 | | Get Current – Previous Calendar Review | 26:10 | | Get Current – Upcoming Calendar Review | 28:25 | | Get Current – Waiting For | 30:25 | | Get Current – Review Projects | 32:30 | | Get Creative – Brainstorming | N/A* | | Q&A and Best Practices | Not included in this partial transcript | | GTD Connect Reflection (David Allen) | 33:31 |

*Creative step is acknowledged but not deep-dove in this transcript section.

Tone and Approach

The host adopts an encouraging, supportive, and pragmatic style, normalizing the challenge of consistency, emphasizing progress over perfection, and continually inviting personal adaptation to fit individual needs and constraints. The practical prompts and time-boxed intervals mimic an actual workshop or coaching session, making the review highly accessible and “doable.”

Final Reflections (Guest Section, 33:31–)

Guest Speaker: Reflects on the cyclical learning journey of GTD (often attributed to David Allen).

• Emphasizes returning to the basics, revisiting resources as needs and experience evolve.
• GTD Connect is described as a "huge library" to explore and return to, much like revisiting a manual as new needs and contexts arise.

“You may find yourself at that point also finding yourself saying, gee, I'm now becoming a resource... for people around me, people asking me for assistance and help in this.” – Guest (34:44)

Key Takeaways

• The Weekly Review is essential for maintaining a trusted GTD system—and the feeling of “being on vacation” all the time instead of only before a holiday.
• The 11 steps are best seen as three thematic stages:
  • Get Clear (gather and process)
  • Get Current (review, update, and clarify actionable commitments)
  • Get Creative (reflect and brainstorm)
• Completion is less important than consistency; imperfect reviews still yield real benefits.
• The act of slowing down to clarify tasks significantly improves the quality of your lists and, by extension, your productivity.
• Leverage quick-win steps (like calendar review) when time is especially tight.

This episode provides not just a checklist, but a lived experience and rationale for each step of the Weekly Review. Even a partial review, the hosts stress, will bring more clarity, control, and creative energy to your weeks.