How I Conduct A Periodic Review
At Focus On Fewer, when I talk about a "big picture", that means ALL THE THINGS that, at any given time, require my time, attention, energy or action. The things could be on my to-do list, projects, events, or anything else that is using space in my brain. My big picture is the starting point!
Unfortunately, sometimes I get stuck at the starting point. One of the reasons that happens is that I add so many more "things" to my life and schedules than I subtract. Whether its a social event, a meeting, a work or school project, or just something I want to watch on Netflix, every single one of those things adds to my mental load. It's the end of March and Q1 for 2025 which makes it a great time to ask some questions of myself and see where I am.
When do I review?
Ideally, and assuming nothing unexpected happens, I review each month. If that’s not possible, for whatever reason, I review AT LEAST every quarter. That said, there is not a right or wrong answer for this. Every individual has different needs, responsibilities and ways of working so the best time frame is always going to be 1) the one you will actually do and 2) the one that fits your life and work the best.
For me, my intention is a monthly review and my non-negotiable is a quarterly review.
What does my periodic review process look like?
START WITH THE BIG PICTURE: As I mentioned earlier, the “big picture” is a starting point and that’s the first place I go when I am ready to review. If I don’t have a current version of my big picture (i.e. the list of all the things requiring my time, attention, energy and action), then I create one. If I do have a current version of my big picture, I just add new stuff to it.
I do not make a distinction between individual tasks and projects, nor do I sort the things in my big picture into categories. When I create my big picture, it doesn’t follow any particular pattern or format; it’s literally a brain dump. I get everything out of my brain and onto a list. That’s all.
IS ALL OF THIS RELEVANT? Maybe a better question would be, “is all this current”? Sometimes, by the time I am ready to review, some of the things on my list have already happened, gotten changed, cancelled, etc. So, I immediately remove anything from the list that is no longer relevant. Once it’s removed, I forget it. I don’t waste any more time or energy thinking about it. It’s gone!
WHAT CAN I FINISH? For anything on the list that is already in progress, I attempt to finish it so I don’t have to carry it over to the next list. Again, use a time frame that works for you, but I say that anything in progress that can be finished within 24 hours should be finished. And I do whatever that takes so I can mark that off my list.
CELEBRATE (JUST A LITTLE)! Basically, this is just me giving myself a little pat on the back to acknowledge what I have accomplished since the last review process. It’s not a party and, most of the time, I’m the only one that even knows I’m celebrating! It does, however, give me motivation to keep working on the things that are still left on the list.
PLAN NEXT STEPS. At this point, I’m left with my current version of my big picture. That’s my working document for moving forward. To plan next steps, I prioritize the list and begin matching the tasks/projects with available time in my schedule. I’m not doing any of the work YET; I’m organizing the work and making a tenative plan for performing the work. Now, when I move forward, I have current, accurate information where I target my attention.
How does a periodic review process help?
First and foremost, a periodic review process provides accountability. I know that I am more productive when I have something like a “deadline” to work toward. And, even when I’m the only one that sets and enforces the deadline, it helps me stay focused on what I need to accomplish.
Second, a periodic review process establishes boundaries. One of the ways that I get off track is by doing the things I know I’m good at first, even when other things are higher on the priority list. Sometimes, that doesn’t matter. Other times, however, doing that takes me outside the area(s) that need my current attention. In those cases, knowing that a review is coming on a certain date gives me the boundary I need to work on things in the order they are needed.
Finally, a periodic review process acknowledges achievement. I’m not a fan of “participation trophies”, but I do believe that it’s important to pause, periodically, and notice the things that I have achieved. Again, even if I am the only one that knows it! When I spend ALL MY TIME looking at my big picture, I start to believe that I never finish anything. Acknowledging my completed work is motivating and encouraging and it’s worth doing!
So, are you ready to review?
If you go through performance reviews at your job or if you are a student, you understand what periodic reviews look like. My process is somewhat similar without the weight of monetary compensation or passing grades dependent on the results. I wonder, though, what your personal review process might look like. If you don’t have one in place, I hope you’ll consider establishing one. I think, just like me, you’ll find that it helps!
