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The Simple Dollar

Making It All Work – Getting Control: Reflecting

This is the eighth entry in a twenty part series discussing the wonderful time and priority management book Making It All Work by David Allen. New entries in this series will appear on Tuesday mornings and Friday mornings through December 10.

By Guest blogger / November 5, 2010

'Making It All Work: Winning at the Game of Work and the Business of Life,' David Allen, Penguin Group (USA), December 2008, 256pp.

Penguin Group (USA)


For me, the single most important part of keeping my life on track and headed in the direction I want is the time I spend reviewing what I’ve done, what I need to do, and whether I still want to reach that destination. It takes time – time that’s seemingly not productive – but it adds so much value to everything else I choose to do that without it, I would simply feel aimless and lost.

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Because of this, I regularly allude to the power of review, as I did yesterday when discussing procrastination. I do small reviews at least twice a day and at least one big review a week, where I look at every goal and aim I have in my life and ask myself whether this is really of value to me and, if it is, what I can be doing right now to move forward with it.

What do I mean by “review”? It parallels quite closely with what David Allen talks about in this portion of Making It All Work.

Allen argues that there are dual functions to reflection and review, on page 163:

Reviewing your system serves two distinct but equally critical purposes: (a) to update its contents and (b) to provide trusted perspective.

Let’s look at these two roles that a review can provide.

On page 163, Allen offers further insight into the value of updating:

Invariably, the world comes at us faster than we can keep up with its details. By the very nature of work, when you are doing one task, you’re not thinking about others – nor should you. You may be capturing along the way, but you won’t be clarifying and organizing everything as it happens.

During a given day, tons of little things blip across my mind and my computer screen and the phone and the mail and from the lips of my wife that I need to take care of. Most of this stuff gets jotted down quickly so I can return to the task at hand, and most of those jottings get dealt with in some way later in the day. I either take care of the task or add it to my to-do list.

The problem is that, frankly, some of that jotted-down stuff is junk – and it’s rarely completely obvious whether it’s junk or not junk. Reviewing those things a time or two goes a long way towards making that distinction, rather than just adding more junk to your to-do list.

An example: I got a letter from my bank informing me of their refinancing offers. I jot it down and add it to my to-do list, since refinancing to a much lower rate would be very valuable to us. This is one of those “important but not urgent” things that’s easy to leap over.

Without review, that kind of item would easily be left undone on my to-do list and probably discarded and forgotten. A quick review of my to-do list, though, reveals several little things that are essentially wastes of time. There’s no real importance to reshelving all of these books, since they’re mostly just going out via PaperBackSwap anyway, so I toss them in the PBS box. I don’t need to make a trip to Ames just for some new photo paper, so I just add that to-do to the grocery list. It’s not vital that I fertilize my lawn, especially since it’s late in the year and dry. Suddenly, my to-do list looks barren and I have room for that “important but not urgent” thing.

This is a simplification, of course, but that’s the kind of thought process that happens when I stop for a moment and review what needs to be done. I see through the “urgent but not important” stuff and toss it, leaving me time for the “important but not urgent” things that really matter in my life.

Similarly, as the activities in your life change, the priorities that you put on various things changes as well. On page 164, Allen expands on that:

Because projects are likely to change their meaning over time, your system also needs to reflect that fact. What was an active project last week may have turned into a “someday” one, given all the new demands that have arisen since then.

The things left undone on my to-do list are often just as important as the things that I’ve done, because they indicate how the priorities in my life are shifting over time.