MY WEEKLY REVIEW AND PLANNING

GLOSSARY:
Task: to-do item that can’t be finished immediately as it arises (ie. within 10 mins), but may not involve more than one or two ‘stages’.
Project: to do item that will involve more than one or two ‘stages’ akin to ‘Next Actions’ in GTD and therefore could need planning. Doable within 3 months
Goals: are not to-do Projects or Tasks flowing in during course of regular work or home activities, but these are ‘desired’ for achieving improvement or
better condition in some area of my life.
Capture Tool: is the fulcrum of the GTD system and records all Goals thought of or Projects /Tasks to be done. Consists of:
i) At work/home: Different colored sheets in my paper planner for each area of life such as Work, Home, Outside, Goal Thoughts (collectively
called “Bucket” by me) for recording all Projects/ Goals/ Tasks as they crop up, whether because of external stimulus such as mails, emails,
smss, phonecalls, ads,etc etc or because of an idea or thought cropping up in my head.
ii) On-the-go: This could be index cards/ cellphone, etc. I use my cellphone to quickly record Projects/ Goals/ Tasks.
Someday are Projects which can be done 3 months later and so put in a separate section of planner called Someday.

MATERIALS NEEDED:
Cellphone which is my Ubiquitous Capture Tool Loose index cards if used as Capture Tool
My physical planner The printed out Forms which feature below
Seven differently colored highlighters/ sketch pens Files containing my financial information
All loose papers from Work (except for those needed to be filed at work)1 A punch for filing
All essential personal files within easy access Scissors
A magnetic notepad on fridge or, a bulletin board and pins Chequebook
Laptop Pens
Budget sheets or financial worksheets/ online Finance tracker Miscellaneous

PROCESS FLOW OF MY WEEKLY PLANNING:

A. COLLATE ALL PROJECTS/TASKS:
1. Check Capture Tools:
 Check Cellphone Notes /Index cards notes for Projects/ Tasks / Goals entered on-the-go.
 Record them in Bucket along with items that are present in Bucket already. Categorize while recording
 Categorize items added into @Work or @Home or for Outside or Goals/ Thoughts sections of the Bucket.
2. Gather all loose papers at home, from work and from car:
 Check which ones are actually leading to Projects/ Tasks and record them in the Bucket.
 Check which loose papers are to be trashed and trash them.
 Check which loose papers are to be filed or are needed for financial review and keep them aside in a pile for now.
3. Calendar:
 Sync Calendar in paper planner with Calendar entries in cellphone for the week being planned.
 Highlight week’s events on Calendar in physical planner.
After this, park this segment and move on to the next.

B. IDENTIFY GOALS:
1. Vision Statement:
 Formulate Vision Statement
 If you have a Vision Statement already, read through it.
 If any changes are required because of any important stimulus in the past week, only then change the Statement.
2. 3 year goals:
 Formulate 3 yearly goals if you do not already have them. Refer to Thoughts/ Ideas/ Goals section of Bucket
 Check 3 yearly goals and whether they are help achieve the Vision
 If any changes are required, change the 3 yearly goals.
 Set 6 monthly goals, if not already set.
 Check 6 monthly goals and whether they are in line with 3 yearly goals and align. Strike out completed goals.
 Add problems to be solved to 6 monthly goals
 Now set monthly targets for achieving the 6 monthly goals
 Select at least 1 monthly target (normal) and 1 monthly target (problem) and work out Projects for them and list in Bucket.
Park this segment for now and move on to the next.

C. STRATEGIZE:
1. Procrastination:
 Check which Goal/ Project has been avoided consistently in the last couple of weeks or is super-urgent.
 Think through and see if Goal/ Project is seeming too complex, taking up too much energy or has some sort of mental
block/phobia associated with it that has caused a delay.
 Think through (lateral thinking, developing motivation/courage, breaking down the Goal to smaller steps or tweaking daily routine
to see if mental blocks break down or tweaking daily routine) 2
 Write the solution down in the Bucket if the solution will involve doing a Project.
2. Problem solving:
 Use problem solving methods
 Write the solution down in the Bucket if the solution will involve doing a Project.
Now move on to next segment.
1
This could be a problem for some. In which case would recommend that the weekly review be done in two stages- first at work and then completed at home.
2
But don’t give up and delete the Goal/Project! If it was a goal to begin with, it must have been significant enough. Tap all mental resources to brainstorm or keep yourself motivated and
brave. Take as long as necessary.
 D. FINANCE REVIEW
1. Tracking and filing:
 Collect receipts/ financial information of the last week from the pile kept aside as in A(2).
 Update weekly expense tracker whether in online personal finance manager or otherwise. 3
 File all receipts for heavy purchase, all warranties, investment folios received during the week, etc.
 Update Financial Information file or online personal finance manager with details about new bank/demat/ trading
accounts and/or new investments/ insurances and bills paid etc.
 Check cheques, funds received during the week and update all information accordingly in Financial Information file or
online personal finance manager.
2. Budgeting:
 Refer to budget checklist for guidelines, if any. 4
 Make budget for the month, if monthly budget not already present.
 If budget for the month has been made already, check adherence to budget during last week.
 If budget has been overshot last week, write down steps to compensate and decrease from available fund for this week’s
expenses.
 Make a mental or physical note as to how similar overshooting propensity will be dealt with in the future. If a physical
note is made, place it at a visible place at home so that it serves as a daily reminder.
 Think through all clues recently received which indicate a potential for emergency expenses expected during the week
and month and how that affects planned budget. Make reserves in budget accordingly so that dipping into emergency
fund can be avoided.
 Plan splurge expenses (does not include mundane expenses already covered earlier) for this week. Check Wishlist for
this. 5
3. Investments:
 Plan investments, if any, generally for the coming year or any other time range that suits.
 See which investments can be made this week. These investments become Projects.
 Write current weekly investments to be made in Bucket and mark these A.
 Some of the rest of the investments planned which are expected to happen in the next few weeks can be posted in
Bucket as Projects and marked B. If any steps should be taken this week for making the investment later, such steps in
the Project have to be marked A.
 Some of the other investments, which are expected to happen in the next few months, can be posted in Bucket as
Projects and marked C.
4. Payments:
 Check bill/ insurance premia / domestic help salaries to be paid due dates.
 Draw cheques or leave instructions accordingly.
Now move on to next segment.

E. PROJECT REVIEW AND IDENTIFICATION

1. Review Bucket:
 Read through the Bucket. Delete or strike out completed Projects or Tasks from the Bucket.
 Review Someday section of planner and see if anything can be moved into Bucket if feasible for action within next 3 months
 Review Bucket and mark as priority A all Projects/Tasks required to be done this week, and then the rest as B and C.
- All Calendar items for this week are deemed to be A and will be done this week itself.
- If they not important, then send such of the calendar entries to next week.
- Make calls to postpone / reschedule meetings or calls or trips if possible
- Some B Projects in the Bucket from last week will now become A.
- Projects/ Tasks from last week which were otherwise scheduled for completion but remain unfinished, will become A. 6
- Select at least 2 Projects worked out under monthly target (normal) and 1 Project worked out under monthly target
(problem) as in B(2) last bullet and mark them A.
2. Fill up forms:
 Review monthly habit tracker (features as a sheet in my planner) and see if anything in daily routine needs revision.
 Revise and change daily routine.
 Select all A priority Projects if possible or at least a substantial number of them and populate the weekly sheet below.
 Print the separate weekend sheet and only fill up the Role and Projects section for that. Populate nearer Thursday/Friday.

F. MISCELLANEOUS:
1. Filing: Select all loose papers needing archiving from the pile made during A(2) and file them in relevant files.
2. Project files: Move to relevant Project folders all other papers that are relevant to active Projects.
3. Trash: Dispose/ delete all other loose sheets, index cards, smss, emails, previous week’s daily sheets, weekly review form, etc
4. Display: Put cut-outs of daily home chores and weekly menu on the fridge.
5. Shopping: Keep the marked out shopping list in the purse and try to finish the shopping on Sunday itself if possible.
6. Trip notes: Fill out index card for ‘Trip Agenda’ for any upcoming trip during the week and put in a slot in the physical planner.
7. Miscellaneous: Then do one or two of the following by rotation each week:
Update new contact info and backup cell info on comp. Remind anyone about return of any item if more than three months have lapsed

3
I have a physical as well as online option of this and fill up both which is not necessary but makes me feel comfortable.
4
I have a budget checklist in my planner where methodology to be followed for allocating expenses is written since I need to be under strict control.
5
Other than these planned expenses, any new items eyed during the week and seeming tempting should be noted in Wishlist and definitely not bought during the week- that’s the rule I
follow to avoid impulse buys.
6
If 20 items are important this week, and 5 remained incomplete from last week, I do not mark 15 as priority A this week, and add to that 5 from last week. Instead, the total no. of items
becomes 25- my method of keeping the motivation on for completing as much as possible each week and not to consistently miss deadlines.
Organize files/folders in laptop Update any IT installations required/ block spammers, etc and backup information.
 FORM
A. PROJECTS & TASKS NEXT ACTION OUTLINE – Review all Project research/support materials to fill this column DAY
WORK PROJECTS

Delegation
Projects/ Tasks Team Member Instructions

CALENDAR EVENTS
PERSONAL PROJECTS

ERRANDS OUTSIDE
 B. (OPTIONAL) Filling up this Table helps me see how realistic my objectives for the week as set out in Table A are, after I roughly assign the Projects/Tasks to each 1/3 rd of a day in this
table. Then I prune this as required and so some Projects/ Tasks may get struck off from here & from Table A. There is a separate sheet for the weekend which has been uploaded.
TIME MON TUE WED THURS FRI

MORNING

Routine
(Write across &
Include daily
chores etc)

Personal
Project

Work Projects

AFTERNOON

Personal
Project

Work Projects

Errands

EVENING

Personal
Projects

Work Projects

Errands

Routine
((Write across
& Include daily
chores etc)
D. MENU FOR THE WEEK:
NOTES FOR FORMULATING HEALTHY MENU THIS WEEK:

I fill up and then usually tear out this menu planning table below and put it on the fridge magnet/ bulletin board in kitchen after filling up, for easy reference.
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E. WEEKLY MENU
MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY
BREAKFAST BREAKFAST BREAKFAST BREAKFAST BREAKFAST BREAKFAST BREAKFAST

LUNCH LUNCH LUNCH LUNCH LUNCH LUNCH LUNCH

DINNER DINNER DINNER DINNER DINNER DINNER DINNER

 SHOPPING LIST FOR THE WEEK (I tick this off after planning the menu and usually shop on Sunday itself to have a hassle-free start to the week)
FRUITS NON- VEGETARIAN OILS DAIRY ITALIAN Notes/ Others:
Fresh Apples Eggs Olive Oil Butter White sauce
Fresh Bananas Boneless Chicken Breast Vegetable Oil Cheese- Marinara sauce
Fresh Berries Boneless chicken Mustard Oil Blue cheese- Fusilli
Fresh Grapes Sausage Cooking spray Cottage Cheese Other pasta
Fresh Lemons Smoked Bacon Cream Cheese Pesto
Fresh Lime Bacon DRESSINGS Creamer Olives
Fresh Melons Crabmeat Blue Cheese Dressing Milk Jalapenos
Fresh Oranges Shrimp French Dressing Soy Milk Parmesan
Fresh Peaches Canned Salmon Italian Dressing Sour Cream
Fresh Pears Canned Tuna Ranch Dressing Double cream BAKING
Fresh Strawberries Vienna Sausage Thousand Island Dressing Yogurt Baking Powder
Fresh Watermelon Tofu Baking Soda
Fresh Cherries FROZEN SNACKS Brown Sugar
Fresh Chikku Frozen Dinners Cookies MEDICINES Cake Mix
Fresh Pineapple Frozen Ice Cream Potato Chips Antiacid Cocoa
Frozen Mixed Veg. Walnuts Bandaids Cornstarch
VEGETABLES Frozen Peas Raisins Cough Drops Self raising Flour
Fresh Asparagus Cashew First Aid Cream Oatmeal
Fresh Broccoli SEASONINGS Apricots Pain-Reliever Pancake Mix
Fresh Cabbage Cinnamon Other nuts Vitamins Vanilla Extract
Fresh Carrots Nutmeg Sultanas Crocin Icing sugar
Fresh Cauliflower Paprika Prunes Castor sugar
Fresh Celery Parsley Granola bar TOILETRIES Cooking chocolate
Fresh Corn Pepper Namkeens Handwash
Fresh Garlic Salt Chocolates Deodorant CEREALS
Fresh Lettuce Ginger/ Garlic paste Cream of Chicken Soup Body Lotion Muesli
Fresh Mushrooms Coriander powder Cream of Mushroom Soup Mouthwash Dalia
Fresh Onions Red chilly powder Slim soup Razors Froot Loops
Fresh Peppers Jeera powder Biscuits Shampoo Cornflakes
Fresh Potato Elaichi Buns Conditioner
Fresh Squash Garam masala Hot cross buns Hair mask
Fresh Sweet Potato Other masalas Pastries Hair serum HOME
Fresh Tomatoes Comb Air Freshener
Fresh Zucchini CONDIMENTS STAPLES Slides Bleach
Fresh Peas Honey Dinner Rolls Safety-pins Broom
Fresh Okra Jelly White Bread Shaving Cream Dishwasher
Fresh Spinach Jam Brown Bread Soap Detergent
Fresh Fenugreek Tomato Ketchup Wheat Atta Toothbrush Dishwashing Soap
Fresh Mint Mayonnaise Flour Toothpaste Furniture Polish
Fresh Coriander Mustard White Rice Face Creams Glass Cleaner
Other Fresh Herbs Peanut Butter Brown rice Color cosmetics Laundry Detergent
Fresh Green Chillies Soy Sauce Soya atta Body scrubs Mop
Fresh Garlic Salsa Soya chunks/ granules Facewash Scrub Brush
Fresh Ginger Syrup Sugar Sunblock Sponges
Worcestershire sauce Salt Whisper Toilet Bowl Cleaners
CANNED Teriyaki sauce Hair Oil Towels
Canned Cherries Green chilly sauce BEVERAGES Face Mask Special cleaner
Canned Mixed Fruit Red chilly sauce Coffee Cloth wipes
Canned Peaches Peri peri sauce Fruit Juice PAPER/ PLASTIC Lint remover
Canned Asparagus Oyster sauce Veg juice Freezer Bags Shoeshine
Canned Baked Beans BBQ Sauce Milk Paper Towels Insecticide
Wasabi Tea Plastic Wrap Drain unclogger
BEANS/ LENTILS Bottled Water Foil Wrap Clips for clothes
Butter Beans MISCELLANEOUS Red Bull Storage Bags Starch
Green Beans Batteries Diet Coke Tissue
Kidney Beans- Rajma Light Bulbs Yakult Toilet Paper
Dal CD/ Pen drive Red Wine Trash Bags
Digital storage media White Wine Kitchen towels
Brandy Notepads
Vodka Notebooks
Gin Paper loose
Tonic Colored Paper
Whisky Envelopes
Bloody Mary Mix Pens