Boosting Personal Productivity
The Power of Daily and Weekly Reviews
Managers’ days are filled with meetings, tasks, and unexpected challenges. Staying on top of everything can feel like juggling flaming torches while riding a unicycle on a slick pavement. However, there’s a simple yet powerful strategy that can help you maintain control and enhance your productivity: conducting regular daily and weekly reviews of your calendar, to-do list, and notes.
The Daily Review: Setting the Stage for Success
I see this done in two different ways. The first is done in the morning and prepares the manager for the day. Those who use this find it incredibly effective. However, I do not use it this way (although I do some form of this in the morning to make sure I don’t miss anything important.
I prefer to do my daily review at night. The purpose for me is to write down and key notes or thoughts while they are still fresh in my mind. It gets all the clutter out of my head, which allows me to relax and sleep better.
Here’s how to make it effective:
Review Your Calendar: Look at all the meetings you had and how you used your time. Was there something in a meeting I want to follow up on or did I find myself using time unwisely. The calendar tends to be a great way to job my memory and I make it my first stop in the review.
Check Your To-Do List: This is primarily to make sure I have completed what I needed to complete. I don’t always get to put the checkmark on the task at the time, so this is my way of updating the list. I also see what tasks I missed and how urgent they are to get done. I’ll often find that a task on my list that hasn’t gotten done after several days is one that I need to re-evaluate. I then create my “must do” tasks for the next day so I can make sure I tackle them early.
Review Notes: Quickly scan through any notes from the day. This could include meeting notes, ideas, or follow-up tasks. Ensure nothing slips through the cracks and that you’re ready to act on any outstanding items.
Plan the Next Day: With your calendar, to-do list, and notes in mind, plan your day. Allocate time blocks for focused work, meetings, and breaks. This structured approach helps you stay on track and makes it easier to manage your time effectively.
When you first start doing this, it may take you 20-30 minutes. Once you get into a routine, I find it takes 10-15 minutes at most.
The Weekly Review: A Strategic Overview
While the daily review keeps you on track day-to-day, the weekly review provides a broader perspective. Here’s how to conduct a productive weekly review:
Reflect on the Past Week: Start by reflecting on the past week. What were your major accomplishments? What challenges did you face? This reflection helps you understand what worked well and what needs improvement.
Review Your Calendar: Look at your calendar for the past week. Did you spend your time on the right activities? Identify any patterns or recurring meetings that may need adjustment.
Update Your To-Do List: Go through your to-do list and update it. Move any incomplete tasks to the upcoming week and prioritize them. Add any new tasks that have come up.
Organize Your Notes: Review your notes from the past week. Organize them into categories or projects. This makes it easier to find information when you need it and ensures nothing important is overlooked.
Plan for the Upcoming Week: With a clear understanding of the past week, plan for the upcoming week. Set your goals and priorities. Schedule time for important tasks and projects. This proactive approach helps you stay ahead and reduces stress.
I like to do this on Sunday mornings, but I know others who use this as a Friday night activity to make sure they shut down their brain for the weekend.
I find this takes me 45-60 minutes, but I know some people who only spend 20-30 minutes on it.
Conclusion
Consistency is Key: Make your daily and weekly reviews a habit. Consistency ensures you stay organized and productive.
Stay Flexible: While planning is important, stay flexible. Be prepared to adjust your plans as needed to accommodate unexpected changes.
By incorporating daily and weekly reviews into your routine, you’ll gain better control over your time and tasks. This simple practice can significantly enhance your productivity, reduce stress, and help you become a more effective and efficient manager. Start today and experience the difference it can make in your professional life.