Originally published 14 April 2006
I’ve already said that I think the Weekly Review is the thing that makes the whole GTD system work. Recently I ran across an excellent checklist that someone had put together about what is in their weekly review. I started to think about my weekly review as well. I realized that I do a lot of the collecting and processing on a daily basis, and that I consider this separate from the weekly review. Here is my daily checklist so you can see how I handle the daily collect/process cycle:
- Gather the following into my physical in box:
- Postal mail
- Notices from my daughter’s school
- Artwork from my daughter (this gets dated, scanned and sent to the grandmothers)
- Papers from my wallet (receipts, appointment cards)
- Stray papers from work
- My moleskin notebook
- My PDA (I process Diddlebug daily)
- Fire up my computer
- Start up my email program
- Start up Agendus
- Start up Bonsai
- Process contents of my In box, deciding if action or no action
- Delegate: if partner, put on his desk or send an email; if it is something I need the results from, I make an entry in Bonsai and link it to a Waiting For task in my to do list
- Defer: if it is a non-electronic thing, I place it in my tickler file. Electronic items get put into Bonsai and/or my calendar.
- Do: if the item will take less than two minutes to complete and can be done now, I do it. Otherwise, an entry gets made in Bonsai and linked to my to do list
- Toss: I separate recyclable and non-recyclable stuff. Non-recyclable gets tossed in the trash. Things to be shredded get put in a folder for shredding at the end of the week. The rest gets put into a recycling folder that I empty at the end of the week.
- Someday/Maybe: Physical items get put in the tickler. Electronic items get entered into Bonsai and marked as a Someday.
- File: Physical things to file either get placed in the filing folder (for reference material) for filing at the end of the week or in the appropriate project file. Electronic things to be filed get put in the appropriate electronic folder, or if a paper copy is needed, printed and placed in the appropriate physical file.
- Save everything and Sync.
- Review my NA list on Bonsai and move things over to my To do list as needed
Update June 2007
I have changed a couple of things:
- My daughter’s artwork gets collected in a spot by the door for a week. Each piece is date stamped as it comes in, and at the end of the week she gets to choose one item to keep. The rest goes into an envelope for one of the grandmothers.
- Stray papers from work I keep in my covered binder, and the whole thing goes into my in box. I routinely stock these with project papers for on-the-go productivity, and I clean out what needs it weekly.
- My Bonsai system has become the main workhorse (see the Bonsai article series), and everything electronic gets processed there. It only gets moved to Agendus at the end of the day.
- Email: I only start up email once a night (if that), and it’s not the first thing I do. After all other processing is done, I will start it up and process all emails into my electronic folders.