Locus GTD

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Project Review ​

Regular evaluation of project progress and status.

Definition ​

Project Review is the systematic process of evaluating Projects to ensure they're progressing, relevant, and properly organized. It's a key component of the Weekly Review.

Purpose ​

Maintain Momentum ​

  • Ensure projects are moving forward
  • Identify stalled projects
  • Remove blockers
  • Keep things active

Stay Aligned ​

  • Verify project relevance
  • Check alignment with goals
  • Update priorities
  • Adjust as needed

Ensure Completeness ​

  • All projects have next actions
  • No orphaned tasks
  • Clear outcomes defined
  • Proper organization

When to Review Projects ​

Weekly Review ​

Primary review time:

  • Review all active projects
  • Check for next actions
  • Update status
  • Archive completed

Monthly Review ​

Deeper evaluation:

  • Review project list
  • Assess priorities
  • Consider new projects
  • Archive inactive

Quarterly Review ​

Strategic assessment:

  • Big picture evaluation
  • Goal alignment
  • Major adjustments
  • Long-term planning

Project Review Process ​

Step 1: Review Each Project ​

For every active project:

Ask:

  • Is this still relevant?
  • Is it moving forward?
  • Does it have a next action?
  • Is the outcome clear?

Actions:

  • Update status
  • Add next actions
  • Clarify outcome
  • Archive if complete

Step 2: Check Project Status ​

Review Project Status:

Active Projects:

  • ✅ Have next actions
  • ✅ Being worked on
  • ✅ Clear outcomes

Stalled Projects:

  • ❌ No recent activity
  • ❌ No next action
  • ❌ Unclear outcome

Action: Reactivate or archive

Step 3: Update Next Actions ​

Ensure each project has:

  • At least one Next Action
  • Clear, actionable tasks
  • Proper dates set
  • Appropriate tags

Step 4: Clean Up ​

  • Archive completed projects
  • Remove irrelevant projects
  • Merge duplicate projects
  • Reorganize if needed

Review Checklist ​

For Each Project ​

  • [ ] Outcome clear? - Know what "done" looks like
  • [ ] Next action defined? - Know what to do next
  • [ ] Status current? - Reflects actual state
  • [ ] Still relevant? - Worth continuing
  • [ ] Properly organized? - Right folder/tags
  • [ ] Tasks up to date? - No outdated items
  • [ ] Notes current? - Important info captured

Overall ​

  • [ ] All active projects reviewed
  • [ ] Stalled projects addressed
  • [ ] Completed projects archived
  • [ ] New projects captured
  • [ ] Priorities updated

Common Review Findings ​

Stalled Projects ​

Signs:

  • No activity in 2+ weeks
  • No next action
  • Can't remember why it exists

Solutions:

  • Add specific next action
  • Set defer date for later
  • Archive if no longer relevant
  • Break into smaller projects

Unclear Outcomes ​

Signs:

  • Don't know what "done" means
  • Project feels vague
  • Can't define next action

Solutions:

  • Write clear outcome statement
  • Define success criteria
  • Break into phases
  • Clarify purpose

Too Many Projects ​

Signs:

  • Overwhelmed by project list
  • Nothing moving forward
  • Constant switching

Solutions:

  • Archive non-urgent projects
  • Focus on top 3-5 projects
  • Use Project Type to organize
  • Be realistic about capacity

Missing Next Actions ​

Signs:

  • Projects with no tasks
  • Don't know what to do next
  • Projects not progressing

Solutions:

  • Add specific next action
  • Break project into tasks
  • Define first step
  • Set start date

Review by Project Type ​

Sequential Projects ​

Check:

  • [ ] Tasks in correct order
  • [ ] First task is next action
  • [ ] Dependencies clear
  • [ ] Timeline realistic

Parallel Projects ​

Check:

  • [ ] All tasks have next actions
  • [ ] No blockers
  • [ ] Resources available
  • [ ] Coordination clear

Single Actions ​

Check:

  • [ ] Still relevant
  • [ ] Can be completed
  • [ ] Properly categorized
  • [ ] Should be regular project?

Review Tools in Locus ​

Project List View ​

  • See all projects at once
  • Filter by status
  • Sort by various criteria
  • Quick status updates

Project Details ​

  • Review all tasks
  • Check completion progress
  • Update notes
  • Modify properties

Perspectives ​

Create review perspectives:

  • "Stalled Projects" - No activity
  • "Projects Without Next Actions"
  • "Active Projects" - For weekly review
  • "On Hold" - For monthly check

Best Practices ​

Regular Schedule ​

  • Weekly: All active projects
  • Monthly: Complete project list
  • Quarterly: Strategic review

Be Honest ​

  • Archive projects you won't do
  • Admit when something's stalled
  • Don't keep "someday" projects active

Take Action ​

Review isn't just looking:

  • Update immediately
  • Add next actions
  • Make decisions
  • Clean up

Keep Notes ​

Document review findings:

  • What's working
  • What's not
  • Patterns noticed
  • Adjustments made