Your GTD system started with such promise. Those first few weeks felt magical—clear mind, organized lists, everything under control. But now? Your once-perfect system feels stale and untrustworthy. Tasks slip through the cracks. Your lists feel outdated. That nagging anxiety has crept back in.
What went wrong?
You skipped the heartbeat of GTD: the Weekly Review.
Without this crucial habit, even the most sophisticated GTD system becomes a graveyard of forgotten commitments and outdated priorities. But with it? Your system transforms into a trusted command center that keeps you clear, current, and in complete control.
This guide provides a simple, actionable GTD weekly review checklist that you can follow every week. No more guesswork, no more overwhelming 3-hour marathon sessions. Just a streamlined process that rebuilds your system’s trustworthiness in 60-90 minutes.
Why the Weekly Review is the Most Important Hour of Your Week
Before diving into the “how,” let’s understand the “why.” The weekly review checklist isn’t busy work—it’s the foundation that makes everything else possible.
Benefit 1: It Rebuilds Trust in Your System
When your lists are current and complete, your brain stops trying to remember everything. You can focus fully on the task at hand because you trust that nothing important is forgotten. This cognitive shift from “remembering mode” to “thinking mode” is transformational.
Benefit 2: It Ensures Nothing Falls Through the Cracks
Life moves fast. New commitments pile up, priorities shift, and contexts change. The Weekly Review catches these changes before they become crises. That colleague waiting for your response? The project with a creeping deadline? They all get addressed proactively.
Benefit 3: It Provides Higher-Level Perspective
When you’re deep in daily execution, it’s easy to lose sight of the bigger picture. The Weekly Review lifts you above the tactical level to ensure your actions align with your values and long-term goals. It’s strategic thinking disguised as administrative work.
As David Allen emphasizes, “The Weekly Review is whatever you need to do to get your head empty again and to get oriented for the next couple of weeks.”
The Official GTD Weekly Review Checklist
The GTD weekly review follows a three-phase structure designed by David Allen himself. Each phase has a specific purpose and builds on the previous one. Print this checklist and use it every week until the process becomes automatic.
Phase 1 of Your Weekly Review: Get Clear
Goal: Process all your loose ends and get your inboxes to zero.
This phase is about gathering and processing all the “stuff” that has accumulated since your last review. It’s digital and physical housekeeping that creates space for strategic thinking.
Action Steps:
☐ Collect all loose papers and materials
- Gather business cards, receipts, notes, and any paper that ended up in random places
- Put everything into your physical inbox for processing
☐ Get all your digital/email inboxes to zero
- Process emails using the 2-minute rule and GTD workflow
- Clear desktop downloads, phone photos, and voice memos
- Review any notes apps or digital capture tools
☐ Perform a mini “Mind Sweep” for any new open loops
- Spend 5-10 minutes writing down anything new that’s on your mind
- Include personal commitments, work projects, and random ideas
- Need help with this step? Use our detailed guide on how to do a GTD mind sweep
☐ Review your calendar from the previous week
- Note any missed appointments or follow-up actions needed
- Capture any commitments or ideas that emerged during meetings
Phase 2 of Your Weekly Review: Get Current
Goal: Update all your lists to reflect current reality.
This is where your system gets refreshed and synchronized with your actual situation. Old items get cleared, completed tasks get acknowledged, and stalled projects get moving again.
Action Steps:
☐ Review your “Next Actions” lists
- Mark off completed items (and feel good about your progress!)
- Update any actions that are no longer relevant
- Ensure all remaining actions are still “next” actions
☐ Review your “Projects” list
- Mark off completed projects
- Ensure every active project has at least one “Next Action”
- Move stalled projects to “Someday/Maybe” if appropriate
☐ Review your “Waiting For” list
- Follow up on anything that’s overdue
- Remove items that are no longer relevant
- Add new items you’re waiting on from the past week
☐ Review your “Someday/Maybe” lists
- Activate items that you’re now ready to pursue
- Delete items that no longer interest you
- Add new possibilities that emerged during the week
☐ Review your calendar for the upcoming weeks
- Note any preparation needed for upcoming appointments
- Block time for important projects that need dedicated focus
- Identify any potential scheduling conflicts
Phase 3 of Your Weekly Review: Get Creative
Goal: Look ahead and identify new, creative, and proactive opportunities.
This final phase elevates your review from maintenance to strategy. It’s where you think bigger, plan ahead, and ensure you’re being proactive rather than just reactive.
Action Steps:
☐ Review any new, brilliant ideas you’ve had
- Look through recent notes and captured thoughts
- Decide which ideas deserve project status
- Add interesting concepts to your “Someday/Maybe” list
☐ Consider your higher-level areas of focus
- Review your roles and responsibilities
- Ask: “What should I be paying more attention to?”
- This is the perfect time to align your weekly actions with your long-term goals by mastering GTD’s Horizons of Focus
- Identify any areas where you need to be more proactive
☐ Look for opportunities to be creative and proactive
- What could you do to exceed expectations in key relationships?
- Are there any problems you could solve before they become urgent?
- What would make next week particularly effective or fulfilling?
Tips for Making Your Weekly Review a Lasting Habit
Even with a perfect checklist, the Weekly Review can feel daunting. Here’s how to do a weekly review consistently:
Schedule It Like You Mean It
Block out a recurring 60-90 minute appointment in your calendar. Friday afternoons or Sunday evenings work well for most people. Treat this appointment as seriously as you would a meeting with your most important client—because you are your most important client.
Set the Mood
This isn’t drudgery—it’s self-care disguised as productivity. Put on music you enjoy, grab your favorite drink, and find a comfortable space. Some people do their review at a coffee shop to make it feel special. Create positive associations with the process.
Don’t Aim for Perfection
A 70% complete review is infinitely better than no review at all. If you only have 30 minutes, focus on Phase 1 and 2. If you’re traveling, do a shortened version. The goal is consistency, not perfection.
Track Your Wins
Keep a simple log of what you accomplish each week. Seeing your progress documented builds momentum and reinforces the value of the review process.
Remember the “Why”
When the review feels tedious, remember what it provides: peace of mind, improved focus, and the confidence that comes from knowing you’re on top of your commitments. These benefits compound over time.
Transform Your GTD System Starting This Week
The GTD weekly review is the difference between having a collection of lists and having a trusted system. It’s the habit that transforms GTD from a productivity technique into a way of life.
Most people know they should do the Weekly Review. Few people actually do it consistently. The difference is having a clear, proven process to follow.
Your system is waiting to serve you better. Your future self—the one who feels clear, current, and in control—is just one Weekly Review away.
🎯 Never Miss Another Weekly Review 👉 Download Our Free, Printable GTD Weekly Review Checklist PDF Complete with checkboxes, time estimates, and space for notes
Stop letting your GTD system become stale. Start this Friday, and discover why David Allen calls the Weekly Review “the critical success factor for the whole GTD methodology.”
If you’re just getting started and need to build your foundation first, our complete Getting Things Done (GTD): A Beginner’s Guide is the perfect place to begin. But if you’re struggling because your system keeps breaking down, make sure you’re not falling for one of the 5 most common GTD mistakes.
A step-by-step checklist to guide you through the three phases of the GTD Weekly Review: Get Clear, Get Current, and Get Creative. This process ensures your productivity system remains trusted, functional, and aligned with your goals.
Total Time: 90 minutes
Phase 1: Get Clear
Process all your loose ends to get your inboxes to zero. First, collect all loose papers, notes, and materials into your physical inbox. Second, process all your digital inboxes (email, downloads, notes apps) to zero. Finally, perform a brief 5-10 minute Mind Sweep to capture any new open loops.
Phase 2: Get Current
Update all your lists to reflect current reality. Review your “Next Actions” lists and mark off completed items. Review your “Projects” list, ensuring every project has a defined next action. Review your “Waiting For” list and follow up where needed. Finally, review your upcoming calendar to prepare for the week ahead.
Phase 3: Get Creative
Elevate your review from maintenance to strategy. Review any new ideas you’ve captured and decide if they should become projects or be added to your “Someday/Maybe” list. Consider your higher-level Areas of Focus and identify any new projects needed to maintain or improve them. Look for proactive opportunities for the upcoming week.
Tools:
- Your GTD Inboxes (Physical & Digital)
- Your Calendar
- Your GTD Lists (Projects, Next Actions, etc.)
- A distraction-free environment
