# The Surprising Reason Your Weekly Planning Is Taking Forever ![](https://i.ytimg.com/vi/Z7oGOad2z4s/maxresdefault.jpg) ## Weekly Planning and Project Reviews - Weekly planning should not take more than 30-40 minutes, but many people spend 1-4 hours on it because they are reviewing the week instead of planning it [(00:00:17)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=17s). - Reviewing the week involves looking back at the past week, whereas planning the week involves looking forward and setting goals for the upcoming week [(00:00:46)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=46s). - Reviewing projects and tasks is a different task from planning and should be done when working on the projects, not during the weekly planning session [(00:01:12)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=72s). - The ideal time to review projects is when working on them, and project details should be stored in a project note with deadlines, milestones, and next actions [(00:01:24)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=84s). - A master projects list is a table that summarizes all projects, including deadlines, next actions, and notes, and helps to quickly review and plan projects [(00:02:31)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=151s). - The master projects list should only include active or upcoming projects that need attention, and other projects can be added below the table as they are developed [(00:03:13)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=193s). - Having a master projects list helps to avoid having to go into each individual project when doing weekly planning, making the process more efficient [(00:03:56)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=236s). - A master projects list can be created in a notes app, such as [[Evernote]], and should include columns for project name, deadline, next action, notes, and a link to the project note [(00:02:34)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=154s). - Weekly planning sessions can be simplified by focusing on deadlines and allocating time for project work, rather than going through every task and project. [(00:04:06)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=246s) ## Defining and Managing Projects - A project is defined as something that takes at least three or four weeks to complete, has multiple steps, and may require collaboration with others. [(00:05:48)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=348s) - Not every task with multiple steps is considered a project, such as booking flights and arranging travel, which can be broken down into simple tasks. [(00:06:34)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=394s) - Using start and due dates in a task manager can make weekly planning take longer, especially if there are hundreds of tasks to review. [(00:07:42)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=462s) - Having a template or note with a packing list can help simplify tasks and avoid creating unnecessary projects. [(00:07:02)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=422s) ## Effective Weekly Planning Strategies - Weekly planning should focus on deciding which projects to work on and allocating time for them, rather than going through every task and project. [(00:04:38)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=278s) - Protecting time on the calendar for project work and deciding on the specific project to work on the day or night before can help make weekly planning more efficient. [(00:04:46)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=286s) ## Managing Deadlines and Calendar - Deadlines are placed on the calendar in red and in the all-day section, allowing for easy visibility when scrolling through the calendar to see upcoming deadlines [(00:07:59)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=479s). - Weekly planning involves looking ahead for the rest of the month, typically three or four weeks, to check for any upcoming deadlines, which is a simple task that should take around 60 seconds to 2 minutes [(00:08:18)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=498s). ## Focusing on Immediate Priorities - The primary focus of weekly planning is to determine what needs to happen in the next few days, rather than reviewing all projects and tasks [(00:08:39)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=519s). - Using a master projects list can be helpful in identifying deadlines and tasks, but it's essential to avoid getting bogged down in reviewing every project and task during weekly planning [(00:08:47)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=527s). - Duplicating deadlines on the calendar and master projects list can help ensure that important deadlines are not missed [(00:08:56)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=536s). ## Additional Weekly Planning Considerations - Weekly planning can also involve reviewing other aspects of running a business, such as sales and [[YouTube]] video postings, to ensure everything is in order [(00:09:31)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=571s). - Confusing weekly planning with reviewing all projects, tasks, and past events is a common mistake that can slow people down, and it's essential to focus on the future and the next few days instead [(00:09:55)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=595s). - A video on the "Weekly Planning Matrix" is available, which provides a step-by-step guide on how to create a solid weekly planning session [(00:10:21)](https://www.youtube.com/watch?v=Z7oGOad2z4s&t=621s).