My New Weekly Review Format

I previously discussed how I plan my quarter, my week and my days, but there’s another side to planning: reviewing. The goal isn’t to set out a plan, then attempt to follow it and disregard any successes or failures in the process, but rather to take the time to figure out what tweaks and changes need to take place for your plan to work better for you. And remember – the plan works for you, you don’t work for the plan.

I’ve tried various review formats over the years, some were more successful than others, but here’s what I’ve come to realize: the weekly review is more crucial to the success of a quarterly plan (a 13 week year) than a quarterly review. I still perform a review of the previous quarter before planning the next one, but the weekly review is where the keys to happiness lie.

After a good amount of trials and errors, here’s the weekly review format that I’ve been using over the past few months and that has been working:

What Worked – this is where I write down things that I did differently (first priority), consistently (second priority) and well (third priority) during the past week. The focus is things that I can learn from to take with me to the next week and to weeks following it.
An example from the past week: I changed my running form, and had a faster series of runs that also felt better. This change required effort, but the results mean that it’s something I want to keep doing. The effort was worth it and it’s something that I want to emphasize for next week’s plan.
What Didn’t Work – this isn’t an opportunity for me to beat myself up. The point is to notice where my plans were too ambitious and need refactoring, where the context changed and my plan lacked enough flexibility to account for that, and where I need more infrastructure. What’s infrastructure? It’s the things you do ahead of time to help you build up consistent success: plan the next day every day, put reminders for everything, set out clothes for tomorrow (particularly exercise clothes). Have present you help future you make the decisions you want them to make.
An example from the past week: I did not do well with my social connection goals. I didn’t take into account the fact that I had several busy evenings that week, and so ended up not making the calls that I wanted to make. I was more careful to add time for morning phone calls and visits into my schedule, and I cut down on the number of calls that I planned on making, which made this week much better. Context is crucial when planning. (Yes, you need to schedule these things and not do them spontaneously because otherwise you won’t do them. You’ll tell yourself that the Like on the Instagram post counts as staying in touch with your friends. It doesn’t. It counts for a billionaire’s bottom line.)
One Win – this may seem redundant, as the “what worked” is there, but I still think that this is important. We don’t take the time to celebrate our wins, even tiny ones, and then we feel depressed and go on shopping sprees, social media binges, etc to get a bit of a dopamine hit. Even if your week sucked, there was something in it worth celebrating. I try where possible to make it something that I did, but sometimes its something that happened to me.
An example from the past week: I had a tough conversation with someone at work that ended up in us reaching a compromise that is much better than I thought that I could achieve. We both felt better after that conversation, even though neither of us wanted to have it.
One Challenge – this is something that I learned this week that is worth gearing up and preparing for. It’s a chance for the “anxiety” character in your mind to be productive in a safe environment. I don’t always fill this in, but I want it to be there to let me have space for this if I need to. An example can be feeling like you’re about to be come sick or are maybe are on the verge of an explosive situation at work or at home. This is a chance to note it, figure out if it’s a real challenge or an imagined one, and prepare to avoid it or deal with it.
A past example: I felt a shoulder strain coming on, so I changed my training days and exercises around. Another example: I talked to my boss about my need to have a bit more variety in my work after I realized that I was getting progressively bored with the tasks that I was given.
People of the Week – so important – this is for people that made your week or that you want to particularly remember after the week you’ve had. They can be friends that came to your rescue, colleagues that made your day, family members that were there for you, or mentors and heroes that helped motivate you. I try to make it people that I know personally and not figures from the news or celebrities. No examples here, as this is too personal.

I write this review on Friday or Saturday in my regular journal, longhand. I then check if my weekly plan needs to change due to it. It takes me about 30 minutes, because I spend time thinking about it. Focusing on the wins and positive people in my life, working to continue with the successes and mitigate the failures, and looking with clear eyes and a level head to the challenges ahead helps make me happy. That’s the point of these reviews, and that’s why I do them.

Do you do a weekly review? What format do you use?

How I Plan a Quarter: 2025 Q1 Plan (13 Week Year)

It’s the beginning of January, and usually at this point people’s resolutions are starting to unravel. For years I used to do yearly goals but over 2024 I moved to using a 13 week year, or quarterly planning model. It affords me more flexibility and seasonality in my planning, and it’s a good, low stakes way to start long term planning and goal setting if you’ve never done it before.

There are those that say that you should go on a retreat to plan your year or quarter, and I’m sure that’s nice if you can afford to do it but unfortunately I can’t. What I do instead is take some time in the weekend before the end of a quarter to plan the next quarter, and this is the process I go through, step-by-step.

How I Plan A Quarter

I start my planning on a piece of scrap paper, sitting with my calendar, and start mapping out what big block of “stuff” I have next quarter. In particular I take Travel into account at this point. If I have a trip planned, then it means that I will have less time for non-trip related stuff this quarter, and I need to realize that I have less than 13 weeks to work on the rest of my goals. So if I have a week long trip, I calculate that I have only 11 weeks to work on the rest of my stuff. Why 11 and not 12? Because there’s time that will go to trip related stuff before and after I return, and it takes time after a trip to get back into routine.

Once that’s done and I realize how much actual time I have to achieve any goals, I divide my plan into Large Categories.These are areas I want to work on throughout the next quarter, and they generally stay the same from quarter to quarter.

Working Within Categories

The different categories I work on are the backbone of my plan, the basis of the quarter which I flesh out with detail during my planning session. For me these currently are (not in order of importance): Health and Fitness, Reading, Conversations, Mental Health, Creative Projects, Productivity, Professional Development, Blog, Decluttering, Money.

I set individual goals for each category, all of them measurable, and this is the plan that I reference at least once a week, usually two or three times.

Wherever possible I set up the Streaks App and/or a tracker for the goals in my weekly plan. This makes sure that 60-70% of my goals are set on “auto pilot” and are included in every weekly and daily plan. I address the rest of my goals either when I plan my week, or not at all.

Wait, what?

I deliberately include goals that I know that I will have to stretch or significantly stretch to get to every quarter. Why? Because I view these goals not just as a plan, but as a call to action, a bit of a challenge. A good quarter is one where I got to 80% of my goals. I great quarter is one where I got to 90% of my goals, and if I ever get to 100% of my goals, then I’ve likely not been ambitious or creative enough when setting them.

Life tends to throw us curveballs, and so I leave wiggle room in my plan (there are goals that I mark ahead of time as less important, and entire categories that I’m willing to neglect if things get to that), and room to recreate the plan from scratch if the need arises. The plan works for me, it’s a tool that I use, it’s not something that I have to tie myself in knots over. I refuse to beat myself up for missing a goal, because if I missed a goal it just means that:

It was poorly planned.
Circumstances/context significantly changed (a war broke out, a pandemic broke out, a family member or I got non-trivially sick, I got injured, etc).
It was a “stretch goal”.

In this case I expect myself to rethink my goals and what I want to achieve, and replan them.

A bit about my current categories and how I planned out each one:

Health and Fitness – the most “auto pilot” of my planning categories and absolutely non-negotiable. I’ve been working with largely the same goals in this category for months and sometimes years, so this is the quickest and easiest category for me to plan. It’s also one where I have the most trackers set up for: there’s a tracker for my running, swimming, gym workouts, NTC workouts and food logging. I use various health and fitness apps that track these, and the Streaks app to make sure that I work on this category daily. As a cancer patient in remission, I am not messing around with my health or my exercise routine. It’s also a must for my mental health, even though that’s tracked in a different category. If possible I try to have a road race to train for each quarter, though usually I only have 2-3 races a year, and last year I only had one. The food logging is something I do to make sure that I’m getting the fibre, protein, calcium and other nutrients I need, and keeping my saturated fat and sodium intakes relatively low.
Reading – pretty self explanatory, this category has been with me for years. I try to read between 2-4 books a month, and this reflects this.
Conversations – this category is all about having real conversations with people – not just liking their posts and messaging them. I set a goal of meeting certain people face to face for coffee, a meal or any sort of outing, and another for talking with friends that are abroad on zoom. Beyond this I have weekly recurring goals of calling people – usually between 1-3 friends a week. Yes, you need to schedule and track this. You’re busy, it’s easier and less risky to message people and so we stop calling them or meeting up with them, and we trick ourselves into thinking that these messages are the same as having a real conversation with these people. It’s not the same. It’s worth investing time and effort into this, I promise. Even if you have social anxiety, even if you’re very busy. I’m going for a minimum of six 1:1 get togethers with friends, and 3 zoom calls (though I’ll likely get 5-6 zoom calls in).
Mental Health – most of this category is automatically tracked in the Streaks app and is part of my daily plan and daily routine. I suffer from cancer related PTSD so I don’t neglect this stuff. If I do the panic attacks return and I physically dread them, so this, like the Health and Fitness category, is a non-negotiable category. It always happens. What goes in here? Journaling, daily gratitude (goes in my journal), meditation, and other things that I may write about later in a separate post.
Creative Projects – this is a fun category, and it’s here to remind myself to enjoy my life. It included sketching goals, Lego building goals, photography goals, etc. I try to get at least half the things in this category done.
Productivity – this is here mostly as a reminder to plan every day, plan my week, and perform a shutdown routine on workdays so I don’t think about work when I’m not at work.
Personal Development – these are professional personal goals, usually tied to learning new skills or obtaining a certain certification.
Blog – I used to track this as part of my creative projects, but as I ended up neglecting this blog for a month or two last year, I separated this to its own category so that I can give it more focus. This is tied to a weekly tracker and just tracks the amount of posts I publish a week.
Decluttering – lists things that I want to get out of my house over the next quarter. Simple enough.
Money – this is a list of money related things that I want to take care of – pension and investment reviews and plans, saving up money for certain goals, reducing certain bills, etc. This is a useful category because if you’re anything like me then this is something that you dread and will put off unless you force yourself to be really on it.

Since I’ve been working with most of these categories for a long time and since many of them are repeatable, much of my planning is just reviewing and copying over last quarter’s plan. The rest of the plan is things that I put a bit of effort into researching before I commit to, sometimes drafting them a few times before settling on my final quarterly goals.

I hope this inspires you to create your own quarterly plan. Let me know if it does and if there’s anything else you want to know about my planning setup.

Planning Update – How I Plan a 13 Week Year

This is the second post on this topic. For an explanation on the 13 week year read this post.

As life tends to constantly throw curveballs at me, planning ahead in short bursts has proven to be invaluable. During the previous quarter my dad went through an unexpected open-heart surgery and I realized that I’d have to find a new apartment in the not so distant future. If I had planned ahead for an entire year (goals/themes, the system is immaterial), I would have had to scrap all my plans on February. As it was, I made a few minor adjustments, and finished not so far from where I originally planned.

Just before this 13 week/quarter started I got some bad news about my cat. That’s going to affect my plans, which I made before I realized that he was likely dealing with cancer. That’s OK – my plans are short term enough to allow me to easily change them, and I’ve already built plenty of wiggle room into the plans that I made. Unlike themes, which I find to be to vague to be useful, or yearly plans, which are too long term to be practical in my circumstances, 13 week planning allows for just enough time to make meaningful progress in the key areas of my life whilst being short enough to allow me to quickly pivot if necessary.

How I Make a 13 Week Plan

This is my third round with 13 week planning, and I’m getting progressively better at it. Here’s what I do that’s been working so far:

List all the roles and areas in my life and make sure I’m covering all of them. Some examples of the areas I use: Health and Fitness, Reading, Mental Health (important enough for me with my PTSD to have it under a separate area), Conversations (meaningful connections with friends – that’s face to face get togethers or one on one phone calls or zoom meetings, not WhatsAapp messages), French, Creative Projects, Film Photography (more on that in a separate post), Professional Development (this is the only work related stuff that I track at home), Decluttering (trying to prepare for a future move), Drawing, Blog, Money. Yes there are a lot of them, yes it’s worth listing everything down and addressing as much of it as you can with your plan.
Figure out measurable goals that can be reached during the 13 week stretch. Where possible I set a bare minimum, easily achievable goal, and then stretch goals. So for instance the minimum reading goal is 6 books, with 8 books and 10 books as my stretch goals. This means that if the unexpected happens, it’s almost always only my stretch goals that are affected. It also means that I’m not setting myself up to say: “this is impossible, why even bother?” Every little bit helps, and it helps to be kind to your future self.
Set up various scaffolds and aides to your goals. Wherever possible I use the app “Streaks” to help me hit my goals. I also use the great NRC (Nike Run Club) app to help me keep track of my running goals and challenge me there, and I schedule as many things as possible in my calendar ahead of time. GoodReads has a reading challenge that helps me track books. Then there is my weekly planning session, where I build up next week’s plan. During that time I go over all of my goals for the quarter and make sure that I’m hitting at least a few of them that week.
When executing your plan, break things down to monthly, weekly and daily goals. Whether it’s X amount of running sessions a month, X minutes of exercise a week, or how much time you spent away from screens every day, the longer term goals need to be broken down to shorter term chunks for you to actually be able to do them. It’s also helpful when reviewing your weekly or monthly plan to see where your quarterly (or 13 week) plan was too optimistic. If, for example, you’re travelling for two weeks in August, you need to make sure you didn’t account for those two weeks during your quarterly plan, because chances are you won’t be able to hit very many goals during that time.
Don’t be afraid to refactor the plan when major things happen. Your plan should be flexible enough to account for the small and medium sized surprises life throws at us (broken fridge, out of town friend unexpectedly drops by for a few days, you picked up a new hobby), but don’t be afraid to rethink your plans when the big things hit (major illness, unexpected move, promotion, job change, etc). You don’t score points for sticking to the plan – the plan is just a tool meant to help you achieve your goals.

My planning is done on paper, and then I use Fantastical (a calendar app) and Streaks on my phone to help me keep daily track of things. I look at my weekly plan almost every day, and I track things there as well. On a weekly basis I review my progress and decide what to focus on next week. If it’s a busy week I’ll select only a few relatively easy goals, for example. The point is to build a plan that is detailed enough to cover the most important areas in your life well, and yet allows for flexibility.

A small snippet from this quarter’s plan

Have you found this helpful? What tools do you use to achieve your goals?

Planning in 2024: The 12 Week Year

It’s 2024 and this time I’m doing neither yearly goals nor themes. I find themes to be too vague to be useful: they don’t provide enough structure or motivation for my needs. My old yearly goals worked perfectly before I got cancer, but now I can’t commit to a full year of goals (my brain just won’t let me). So I’m trying something new this time: the twelve week year. The idea is to treat each quarter as a new year, with all that entails.

I mapped out the first 13 weeks (from the 31st of December to the 30th of March) in my Leuchtturm1917 Bullet Journal, each week on two pages. On the left are the days of the week and on the right is my set of tasks for the week. The list of tasks is divided into two columns, and each column is divided into categories. The left column is for categories and tasks that vary widely from week to week: blogging, general tasks, various courses and challenges I’m taking. The right column is for my permanent categories that happen every week in the quarter: health, reading, connections, meditation and journaling.

The health category tracks fitness and health related tasks (on a given week it will have checkboxes for running, swimming and gym sessions for example, as well as reminders to go to the dentist or get my blood pressure checked). The reading category is for where I want to be with my reading in a given week (halfway through book x, 30 pages into book y). Connections is something I added after reading Cal Newport’s Digital Minimalism and it’s been well worth doing: I call or meet up with 2-4 friends every week. Messaging doesn’t count, only phone calls, zoom calls, or physical meetups. If there’s one habit I’d recommend picking up in 2024 it’s this one. Meditate and Journal are just tracking locations for my meditation and journaling sessions.

I then set out goals in various categories for the entire “12 week year”, as if it was a full year. Each of these will be evaluated at the end of the 13 weeks, and a complete new set of goals will be set for next quarter. The goals are all SMART goals: specific, measurable, achievable, relevant and time bound. Unlike themes there’s a possibility of not achieving all my goals, but that’s also something worth learning and carrying on to the next “year”.

So for instance under my health category for the next “year” is to get back to a 5k running base and an 8k long run (I’ve had a break in running for a few weeks due to illness and travel). If at the end of March I’m only at a 7k long run that’s not the end of the world, it just means that I need to take that into account when planning my next 12 weeks.

I then break down the goals into tasks that go into the weekly page. Each week I look at my goals, calculate where I am and where I want to be by the end of the week and fill out the weekly planning page accordingly. I use the calendar side of the page to block out time sensitive things or things that provide useful context (days of the week where I work from home and those where I work from the office, rainy days, holidays, etc).

To be clear: I don’t block the tasks for all the “year” in advance, but rather on a week by week basis. Only the goals for the entire 12 week period are planned in advance. The goals themselves are realistic, and many of them are broken into “base goals” and “stretch goals” much like in Kickstarter. At the last week of the quarter I set aside time to review and “shutdown” the quarter and plan and set up the new one coming up. If I end up not liking the weekly page setup, if there’s a goal that just didn’t work for me, if there’s something new in my life I can easily take it into account without feeling like I’ve “wasted” precious planning time or I’m bailing out on my plans.

So, if you’re unsure on how to plan your year, I suggest just planning the next 12 or 13 weeks. It may just work for you.

2020 Yearly Goals (New Year’s Resolutions)

2020 was a pretty terrible year for most people, which is why I debated whether to even go over my 2020 goals or just talk about my 2021 ones. In the end I decided to talk about them, because 2020 really stress tested my system of yearly goals/resolutions.

At around March I thought that I’d have to trash the whole thing, as we went into our first lockdown of the year. My travel plans were cancelled. Any option to meet friends went out the door. My plans to change careers were at risk. I couldn’t even run, because the first lockdown involved extremely strict rules and the police were constantly around my house, yelling at people to go home and fining people. My writing was on the rocks, my drawing course was cancelled, and for the first time in my life I spent Passover alone.

Journal spread with my 2020 goals filled in with my terrible handwriting. — How 2020 looked like.

After some debate I reminded myself that my goals were built with failsafes in mind, since my 2018 annus horribilis, and so I had a chance of completing most of them, even if I’d miss any “stretch goals” that I had in mind. The basic goals were there to keep me focused, motivated and moving in the right direction. In the end they worked. The got me working out when I couldn’t run, running in circles (literally) when I could only move in a 500 meter radius from my house. They got me to keep on reading, keep on writing (not as much as I would have liked, but I’ll take it), and to dare to make the career change that I promised myself.

I hit most of my basic goals, missed a few completely, and got a few more partially. Yet the point of this post isn’t to brag, as my year could have shaped out worse than it had. The point is that I would have given up on myself if I didn’t have a plan that I thought that I had a fighting chance to accomplish, given the circumstances. I couldn’t participate in any races, but I enrolled and ran in several virtual races. Races keep me motivated to run, and running makes me feel better and gets me out of the house. I couldn’t go the gym, but I could do NTC workouts at home, so I had a chance to get that in. Reading provided me with an escape, and my reading goals and reading journal provided me with motivation to read, and to read books that were challenging as well books that were comforting. I couldn’t meet up with friends to play tabletop and RPG games, but thanks to Discord, Steam and Zoom we could still play together.

All of these things required extra effort in a year that really did its best to convince me that it would be a good idea to give up in advance and write the year off. The infrastructure that my goals provided kept me on track, and helped me salvage something of this terrible year. They also taught me how to structure my goals for 2021 better, but more on that in a separate post.

When things don’t go entirely as planned

Several things didn’t go as planned this week, as I had a few unforeseen schedule changes, a bit of bad luck with my running, and a pretty bad day at work near the end of the week. As a result, both my running and my writing suffered (I missed a writing day and my long run is going to be 6k instead of 10K).

So what do you do when things don’t go entirely as planned?

Get back on the horse — so you missed a day, or didn’t make your daily word count, so what? Projects that are worth doing don’t live and die on a day (looking at you NaNoWriMo), but on accumulated body of work done over several weeks, months and years. Do you know what is entirely unhelpful to achieving that work? Getting so caught up in you missing a day that you decide to give up entirely. Get back on the horse, get back to fulfilling your daily goal today instead of fixating on what happened yesterday. .

Don’t go into a spiral of trying to make up for the lost work — that’s a great way to set yourself up to fail. If you set 500 words or a 5K run for today, you probably aren’t going to be able to do that and make up for the 500 words and 6K that you missed yesterday. So then you beat yourself up again, feel crummy, and set yourself up to fail by dragging more and more work with you from day to day until you give up. If you missed a day, then you missed a day. Move on.

Focus on what did happen — in my case, my reading this week sky-rocketted, and I spent more time with my family. That doesn’t make up for everything else, but it is something positive that I’m glad happened.

Partial work is better than no work — I ran a 0.5k this week, which sucked, but was better than nothing. There were also days when I wrote only 20 or 30 words. That’s not great, but its better than nothing, and every little thing can keep the habit going.

Check what went wrong and when, and see if you can learn from it for the future — were you too ambitious? Do you need to rework your plan to account for something that you couldn’t foresee when you first built it? Don’t make excuses, but do be honest and make some changes if necessary.

Leave enough ‘breathing room’ in your schedule for these kind of off days — this was my biggest mistake, and the one is going to be hardest to fix, long term. My running schedule can (still) suffer a few delays, but I’m prepping for a race in the fall, and I can’t really afford to leave things like my long run for the evening of the last day in the week. Earlier is better, and making sure that your goals are achievable even if you aren’t at peak performance is important — especially for endurance sports like running and novel writing.

*Some beautiful dahlias to make up for the slightly depressing topic.*

Now if you’ll excuse me, I’m going out for a run.

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