One of the keys to my personal time management success and that of my clients is conducting a weekly review to plan for the week ahead. Schedule at least an hour at the same time every week, and remember – this is a planning session. The goal is not to do the work, but rather to plan the work. Below are the steps I take at the end of each week to prepare for the upcoming week:
1. Clear Physical Clutter
I collect and process loose items from my desk, car, wallet, briefcase, etc. This could include mail, miscellaneous paper, receipts, office supplies, trash, shredding, etc.
2. Clear Inboxes
If you have items in your various inboxes that have not been processed, you can’t possibly have a complete picture of everything that you need to do. First I process any paper in my inbox. Does it need to be kept? Does it need to be scanned or filed? If there is action required, can it be delegated or am I the best person for the task? After I finish processing my inbox on my desk, I repeat this process for my meeting notes, email, instant messages, voicemail and social media.
3. Review Tasks
Next I review my task list. I delete things I already completed or no longer think are relevant. I make changes to existing tasks as needed. I look for items to delegate to others, where appropriate. I add things not already in my system. This is the perfect time to clear your mind of the tasks you’ve been trying to keep straight in your head. Get them out of your head and into your task list so you can relax and focus on the work at hand.
4. Review Project List
Next I revisit my open projects to ensure they are on track. What is the next step that needs to happen to move each one forward? Do I have any concerns that need to be addressed? Do I need to follow-up on the status of a delegated task?
It’s important that you identify specific tasks to put in your to-do list, rather than a broad project. For instance, updating the website is a project, not a specific task. Make sure you break projects down into smaller tasks such as “writing a blog post” or “finding new photos and artwork” and then schedule blocks of time to do each.
5. Review Calendar
First I look back over the past week. What meetings did I have and are there tasks that were assigned to me? Were there items on my calendar that I intended to get to and didn’t? Next I look ahead to the next couple of weeks. Do I have any upcoming meetings, presentations, travel or events that I need to be preparing for? Am I going to be out of the office at all?
6. Prioritize Tasks
Now that I can see the whole picture, I can finally prioritize my tasks and plan my upcoming week (remember to always review your goals first to ensure the tasks align with your goals).
What is my highest priority task? That is what I want teed up and ready to go when I walk into the office on Monday morning. How much project time do I have set aside each day? Do I have enough open blocks in my schedule for the inevitable unexpected tasks that arise throughout the day?
The Result
So often our clients tell us that they don’t feel like they have control over their calendar and tasks. A lack of planning often results in spinning wheels, working on the quick and easy tasks rather than the most important tasks, and missing important deadlines. Executing a weekly review puts you in the driver’s seat and gives you control over your schedule. The weekly planning is most effective when combined with ten minutes of daily planning at the end of each day. Use this time to put your tasks in priority order and then work from that list. What is your routine? How do you stay on top of tasks? Let us know by commenting below.
