# Weekly agenda and review in Notion - Advanced tour ![](https://i.ytimg.com/vi/C8S5omiyl-g/maxresdefault.jpg) ## Introduction - The weekly planning and review process in [[Notion (productivity software) | Notion]] is a highly customizable and advanced setup, tailored to individual needs and processes, with the goal of providing a current snapshot of what is most important for the week [(00:00:04)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=4s). - The process has evolved over time, with over 10 years of experience in doing weekly reviews, and is not meant to be a step-by-step guide, but rather to provide ideas and inspiration for viewers to adapt to their own needs [(00:00:20)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=20s). - Weekly reviews are considered a life-changing habit that can help individuals feel more in control and on top of their task lists, especially when combined with daily journaling [(00:00:42)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=42s). - The weekly review process is influenced by daily journaling, which collects information that is then rolled up into the weekly review, making the process more efficient [(00:01:03)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=63s). ## The Weekly Agenda Page - The weekly agenda page is dynamically updating, showing a current snapshot of what is most important for the week, including focus projects, objectives, and recurring actions [(00:01:35)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=95s). - The page has a navigation section that links to different time horizons, including quarterly and daily planning, each with its own dashboard page [(00:01:56)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=116s). - The weekly snapshot is grouped by formula, showing a one-card board view of everything related to that week, including productivity, wins, challenges, and gratitude [(00:03:17)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=197s). - The page also includes themed days of the week, with call-out blocks and links to relevant pages and dashboards, such as planning, admin, teaching, and office hours [(00:02:32)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=152s). - An advanced use case is using a board view by formula, which automatically updates to show the current journal, month, or week without needing to edit or update filters [(00:03:22)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=202s). ## The Actions Database - The actions database contains all events and tasks that need to be done, and it can be filtered to show items assigned to the user, incomplete, with a set date for the current or next week, and with a "when" property set to "now" or "next" [(00:03:39)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=219s). - The actions database can be grouped by date using the relative property, allowing for a quick glance at what's coming up in the last seven days, including overdue and upcoming tasks [(00:04:12)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=252s). - The database can also be viewed by project, with grouping set up to rapidly add tasks to specific projects and automatically relate them to those projects [(00:04:34)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=274s). ## The Weekly Review Process - Overview - A weekly review is done every Friday, using a dynamically updating page with filters set up to always be current and up to date [(00:04:54)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=294s). - The weekly review involves three phases: closing the gaps, reflection and review, and planning for success, with the time spent depending on individual processes and review frequency [(00:05:22)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=322s). ## Closing the Gaps - Closing the gaps involves clearing the inbox, updating next actions, closing browser tabs, and translating tasks from email into the actions database, using a single database to capture all tasks across the workspace and team [(00:05:41)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=341s). - A "next actions" view in the actions database shows only incomplete tasks assigned to the user or not completed by them, with a date within the next week and a "when" property not set to recurring [(00:06:25)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=385s). - Reviewing the calendar for time-sensitive tasks and follow-ups, and adding them to the agenda, also taking a quick look at completed tasks for the week and closing them up [(00:06:52)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=412s). ## Processing - Processing involves giving metadata, tagging, or extra information to items in the media library, which contains articles, courses, and general wisdom from others, and using a table view to add properties such as topics, tags, status, and format [(00:07:17)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=437s). - The media library is filtered to show only untagged items with no status or format, created within the last week, and using this view to add metadata to notes that need it [(00:07:38)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=458s). - Other views that might be helpful for processing include the notes and ideas database, where notes can be translated into other databases, and content ideas can be brought in and processed [(00:08:15)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=495s). ## Reflect and Review - The reflect and review process involves looking at what was accomplished during the week, using a filter to show only items assigned to the user, completed within the past week, and viewing this in board view to display the sum of hours for each day [(00:08:37)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=517s). - Reviewing the workload and reassessing if too much is being put on the plate, and taking a couple of minutes to look through the completed tasks and workload [(00:09:19)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=559s). - Looking at a weekly snapshot, which shows projects worked on, feelings database, wins, challenges, and gratitude from journal entries, and recurring events completed, providing a visual view of the week [(00:09:31)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=571s). - The weekly snapshot can also be viewed by day, showing the win, day activity, gratitude, wins, challenges, energy levels, effectiveness, happiness, and movies or TV shows watched [(00:10:02)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=602s). ## Planning for the Upcoming Week - Planning for the upcoming week involves viewing information at a glance, filtered to show only the current week, using formulas to organize data [(00:10:28)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=628s). - A week database is used to add notes and reflections on big wins, fails, challenges, and learning outcomes from the previous week [(00:10:41)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=641s). - A "love notes" database stores testimonials and nice words about the course or work, filtered to show only the past week's entries [(00:11:07)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=667s). - Reviewing goals and priorities involves grouping projects by burner (front, back, or snoozed) and limiting the number of active projects on the front burner [(00:11:46)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=706s). - Projects are also reviewed by size, including big initiative-level projects, smaller projects, and ongoing areas of responsibility [(00:12:32)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=752s). - Goals are reviewed, including active and upcoming goals, and progress bars are updated automatically when current and target numbers are adjusted [(00:12:58)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=778s). - Each goal should have at least one milestone, which can be added from the actions database or typed in manually [(00:13:17)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=797s). - Goals are also reviewed by scope, with only active goals displayed and others filtered out [(00:13:27)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=807s). ## Additional Components of the System - Updating daily themes is the final step in the review process [(00:13:45)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=825s). - A weekly agenda and review system is used for task management, which includes daily practices, self-care, and frequency checks to ensure a good week, and this system is reviewed but not explained in detail due to its advanced and nerdy nature [(00:13:49)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=829s). - The system has a "planning for success" section, which includes toggles and synced blocks that can be found in multiple pages, such as the planning page, daily page, and weekly review [(00:14:24)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=864s). - The synced block "review calendar and upcoming actions" is used in multiple pages to review the calendar and upcoming actions at different time scales [(00:14:31)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=871s). - A "set up your week" section is used to pre-populate the year of weekly agendas in the database, and to filter and show the current week and upcoming month [(00:14:58)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=898s). - The system uses rollups to pull in the focus from the monthly level and to bring in "win the day" activities, and the objective is to choose one thing to work on for the week [(00:15:20)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=920s). - A journal section is used to set up journal entries for the week, and filters are used to inherit relations and create daily themes [(00:15:51)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=951s). - Daily objectives are set by picking one "win the day" activity for each day of the week, and tasks can be added or pulled from the database [(00:16:41)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=1001s). - A daily objectives section includes a calendar for quick review, a snapshot to compare the past and next week, and recurring tasks and automation [(00:17:00)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=1020s). ## Detailed Weekly Review Breakdown - The weekly review process involves looking back at what's been done, examining what's on deck, and doing setup work to plan for what's to come, with the goal of finalizing the week and seeing how it's stacking up [(00:17:20)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=1040s). - The process starts by checking the content database to see if there's anything that needs to be moved from idea to draft or from draft to editing, and identifying quick wins that can be scheduled for the next week [(00:17:22)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=1042s). - The review calendar and upcoming action are then examined, with a calendar view of the actions database on the right and a list view of the actions on the left, grouped by now, next, and later [(00:17:49)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=1069s). - The list view is a backlog of tasks that don't have a specific date assigned, and can be filtered to show tasks that are overdue or need to be assigned a date [(00:18:21)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=1101s). - The filters used include rules to show tasks that have not been completed, are owned by the user, and have a date on or before yesterday or no date [(00:18:30)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=1110s). - The focus type of tasks is also shown, which indicates the level of energy required for each task, such as deep work or administrative tasks [(00:18:44)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=1124s). - Tasks can be dragged onto the calendar to assign them quickly, and a separate calendar view can be used to show all tasks, including completed ones [(00:19:00)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=1140s). - The weekly review process also involves caring for the home, which includes looking at tasks that need to be done around the house and scheduling them [(00:19:27)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=1167s). - The process is optional, but can be used to plan and organize personal tasks and activities [(00:19:39)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=1179s). ## Benefits and Implementation of the Weekly Review - The weekly review process takes some setup the first time, but once established, it can be repeated every week with minimal adjustments [(00:20:01)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=1201s). - The day and week pages are where most task management takes place, while the month, quarter, and year pages are typically reviewed less frequently [(00:20:14)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=1214s). - A weekly review is a powerful habit that can be tailored to an individual's needs using a tool like [[Notion (productivity software) | Notion]], allowing users to see information in a way that suits them [(00:20:33)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=1233s). - The weekly review process involves planning and thinking about the upcoming week, and can be done in as little as 15 minutes at the end of the week or on a Sunday evening [(00:21:02)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=1262s). - It's essential to take a few minutes to review the week, close any open loops, and minimize distractions to avoid having unfinished tasks pull at your attention when not working [(00:21:10)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=1270s). - The weekly review process can be customized to fit individual needs, and there is no one "best" way to do it - the goal is to find a method that works for each person [(00:20:43)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=1243s). - Reviewing the week helps users to see what needs to be done and what's coming up, allowing them to plan and prioritize tasks effectively [(00:20:35)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=1235s). - The weekly review process can be used as inspiration for creating a personalized weekly review system, and can be adapted to fit different workflows and productivity styles [(00:21:20)](https://www.youtube.com/watch?v=C8S5omiyl-g&t=1280s).