Year End Review

This my year end review process that is part of my entire annual process for personal growth. I have spent 8 years tweaking this process to get it to where I am now (including a few this year), and I will continue to make tweaks in the future.

I take two full days in the woods to do this. I highly encourage you to take at least two full days and do this in one setting. You do not need to do it in the woods, but I find being in nature and alone is like adding gasoline to a fire for this habit. I also have added the act of jumping in a cold lake to start the day, but a 15 second cold shower will work.

I use the week between Christmas and New year’s.  This fits into the yearly rhythms and prepares me to be ready for the new year.

The general process follows this pattern:

1. Data Collection (I do this by journaling all year and my logs. This is collected prior to leaving)
2. Data Review (I do this in part before but mainly this is done filling out the report. The act of reading through all the source documents)
3. Data Assessment (This is done in writing the summary, highlights, and goal review. What does the data mean?)
4. Reflection (This is done throughout the entire time but mainly in writing the summary, reviewing the finished report, and during hikes)
5. Plan (Use what you have reviewed to create new goals, yearly calendar and focus for year)

Preparing for the review

Before I leave for my two days I prepare by:

• Taking my midyear review and adding to my yearend review template
• Print my calendar for the year
• Gather my journals from the year
• Speak to my wife about the year
• Review Instagram for highlights
• Create an agenda
• Print my previous year end reviews
• Print my previous year goal review and the current year goals
• Print reports from my company and other goals that I need to have the information to review
• Copy my logs mentioned above from Evernote into my year in review document which includes
  • Church Attendance
  • Boating
  • Skiing
  • Trips
  • Deep Creek Lake
  • Club Leaf and Bean visits
  • Shooting
  • Books I Read

My Two-Day Agenda

My Year End Review Format

I use Microsoft word to type out my reports. I find using a word processor helps as I bounce around and go back to sections. Writing this out in paper would be a lot harder because I am always going back and updating a section during the process. I have the following in a blank document to make using it each year easier. The key is to make it match the weekly and monthly reviews but also add additional points of reflection.

• Summary
  • • Although I fill out this section last, it’s the first in my report
• Highlights/Notable Events
  • • These are bullet points from the year and the part I do first and find the most important part of the process. I use my monthly reviews, read select daily entries, pics from my phone and Instagram posts to compile this information and reflect.
    • Example 12/31-01/02        New Year’s Trip at DCL at BSDC
• Ways God Spoke to Me
  • • These are bullet points that contain direct words or ways I feel God is speaking to me. These are compiled from my monthly reviews which come from my daily journals.
    • Example 01/03 – “I am in control not you” – walking at Fork Run
• Scriptures/Quotes
  • • These are a list of Bible scriptures and quotes that had an impact on me throughout the year. I used to keep scriptures in the ways God spoke to me but found its not how I like to reflect. I also used to keep quotes and scriptures separate but ended up putting them in the same area since they are sporadic. Sometimes I can got a month without putting anything here and sometimes several of each in the same day.
    • Example
      • 01/03 “Vision without action is just a dream.” John Maxwell
      • 01/05 “Teachablity starts at the top” John Maxwell
      • 01/07 Colossians 3:23-24 Whatever you do work heartily as for the Lord, and not for men. Knowing that from the Lord you will receive your inheritance as a reward
      • 01/10 “There are no two easy consecutive days in a leader’s life” John Maxwell
      • 01/15 Galatians 6:9 “Let us not become weary in doing good, for at the preparation time we will reap a harvest if we do not give up”
• Lessons Learned
  • • These are brief bullet points compiled from my monthly reviews and some are added during the review as a I reflect. They are often to the point and I usually do not include a date
    • Example: You need to communicate simply, clearly, and often to reach people.
• Books Read
  • • This is simply a numbered list of the books I read this year and the date I finished this. I do a separate book report and reflect on these in my journals this is more to reflect on what I read. You can also log into Audible if you use it.
    • Example 1. Think and Grow Rich by Napoleon Hill 01/01/2030
• Things working
  • • This is where I list what is working in my life. These are just a list of words that I write weekly which lets me see how I was feeling at that point. They are tied to my goals but not KPIs. They are purposely vague to see where my head space was. I simply pull this from my monthly reports.
    • Examples
      • Journaling (Jan, Feb, March, April, May, June, July, Aug, Sep, Oct, Nov, Dec)
      • Prayers (Jan, Feb, May, Aug, Sep, Oct, Nov, Dec)
• Things not working
  • • This is where I list things that are not working in my life, the opposite of above. These also come from the monthly report
    • Examples
      • Exercise (Jan, Feb, March, April, June, July, Aug, Sep, Oct, Nov, Dec)
      • Stress (Jan, Feb, March, June, July)
• Scores/Tracking
  • • This is taken directly from my monthly review which is taken directly from weekly reviews.
    • Example    J F M A M J J A S O N D
    • Leader –     6 6 7 7 7 5 7 6 7 6 6 7 = 6.42
    • Husband – 3 2 5 6 7 5 5 5 6 6 5 6 = 5.08
• Stats
  • • This is taken directly from my December month in review and from my previous years review. I actually leave part of this blank and update after the I finish the December month in review at the end of the year. This should be the key KPIs for goal progress, clear and easy to measure to review over the years. I recommend no more than 5. The should be lag indicators showing the results of your actions.
    • Example    Previous Year                     December                           Change
    • HR                             65                                55                                     – 10 BPM
    • Weekly Steps 58,155                              72,345                                   +14,190
    • Weight           241.4 lbs/32.1% BF          216.5lbs/21.5% BF             -24.8lbs

• Top 5 Most Influential People in My Life
  • • A number list of the 5 people influencing my life the most. Getting this to 5 makes you really think. I also write a thank you card at the end of the process to each person on this list thanking them for pouring into my life.
• Influential Honorable mentions
  • • A bulleted list additional people influencing me. I also write them thank you cards. These do not have to be people you meet with. Sometimes this short list includes an author or podcast host that is impacting my life.
• Top 5 people I hang out with the most
  • • A bulleted list of people I spend the most time with
• Circle of Friends
  • • A bulleted list of my close friends
• Mentors
  • • A bulleted list of my mentors. I also write them thank you cards.
• Mentoring
  • • A bulleted list of people I am mentoring
• L3 Mastermind Group
  • • A numbered list of the current members of my mastermind group. I include a date they joined if they joined in the current year and after the numbered list, I include a bulleted list for anyone left the board during the year.
      • • • Abraham Lincoln
          • John Smith (Joined in May)
          • Jane Doe (left April)
• Advisor Mastermind Group
  • • A numbered list of the current members of my advisor mastermind group. I include a date they joined if they joined in the current year and after the numbered list, I include a bulleted list for anyone left the board during the year.
  • Abraham Lincoln
  • John Smith (Joined in May)
  • Jane Doe (left April)
• Truth at Work
  • • A numbered list of the current members of my Truth at Work group. I include a date they joined if they joined in the current year and after the numbered list, I include a bulleted list for anyone left the board during the year.
      • • • Abraham Lincoln
          • John Smith (Joined in May)
          • Jane Doe (left April)
• Commitments
• Beratung Team
  • • A numbered list of the current members of my team. I include a date they joined if they joined in the current year and after the numbered list, I include a bulleted list for anyone left the board during the year.
      • • • Abraham Lincoln
          • John Smith (Joined in May)
          • Jane Doe (left April)
• Beratung Advisory Board
  • • A numbered list of the current members of the Beratung Advisory board. I include a date they joined if they joined in the current year and after the numbered list, I include a bulleted list for anyone left the board during the year.
      • • • Abraham Lincoln
          • John Smith (Joined in May)
          • Jane Doe (only served to April)
• Big Wins
  • • These are taken from the notable dates list to be a list of big wins. This should be a list that is less than 20 (mine are typically around 10). This just helps to see the highlights of the year.
    • Example
      • • Ran a 50k Race
        • Daughter was born
• Speaking Events/Interviews/Podcasts
  • • Numbered list of the dates and what I spoked on for public speaking events as well as radio and podcast interviews
• Teaching
  • • Numbered list of the dates and courses I taught
• Preaching
  • • Numbered list of the dates and locations of times I preached the Gospel throughout the year.
• My Favorite Activities
  • • High level short (10 or less) bulleted list of things I enjoy doing to see how it changes over time and see if I am spending time doing the things I love.
    • Example
      • • Boating
        • Skiing
        • Camping
• My Dreams
  • • High level short (5 or less) bulleted list of things of a bucket list/BHAGs to get an idea how these change overtime. My bucket list is longer and detailed in my goals
    • Example
      • • Buy a Deep Creek Lake House
        • Mission trip with Abby
• Top 5 Favorite restaurants
  • • I keep this to five because it’s a fun exercise making me think and I love seeing the change year to year.
  • Honorable Mentions
    • • Just bulleted list of places we love to eat. I love to eat at restaurants and I love to look how it changes over time so I want to have more than 5 to review
• Top Apps
  • • A short, bulleted list of apps I use to reflect on what I learn and changes from year to year.
• Podcasts I listen to
  • • A short, bulleted list of podcast I listen to reflect on what I learn and changes from year to year.
• Clubs I belong to
  • • List of clubs I belong to such as country clubs, social clubs, sportsmen’s clubs.
• Races I Ran
  • • Simply list races I ran with times.
• Top Ten Goal Review
  • • I copy and paste my top ten goals. I then rate them on a scale of 1-3. 1 means I did not make meaningful impact on this goal or changed the goal. 2 means I made meaningful impact on this goal but did not achieve it. 3 means I achieved it or surpassed it. I then write a short explanation of the goal.
  • Examples
    • Run a full marathon by May 31st
      • 3 I ran a spring and a fall Marathon. My times were not what I would like and next year my goal will have a time associated with it not that I accomplished this feat
    • Eat Healthy 80% of time by logging every meal and staying under my calorie goal daily Monday – Friday, eating vegetables with every meal M-F and for at least 2 of 3 meals on Saturday.
      • • 2 I logged most meals and stayed on the calories most of the days and lost 20 lbs by doing so. However, I did not do it every weekday and did not add vegetables to every meal.
• Logs and Information
  • • Includes all the logs above plus KPIs from my company’s yearly goals

Reflecting on the report

After finishing my end of year review, I spend time reading through it and reflecting on it. In doing so I often make minor changes and additions. As I am doing this and during the report creation itself, I am jotting down ideas of things I would like to change to help me create next year’s goals. This puts me in the mind set to review my previous years goals and start to create my new goals. If you do not currently have goals, then you can skip right to the goal creation process. Its important to reflect on what you did before you decide what to change in your life.

Review of Goals

Once done with my report and having reviewed it, I then move on to reviewing all my goals from the previous year’s using the method I explained in my top ten goals process. As I am going through this, I often keep a note pad full of ideas for the next years goals.

Creating New Goals

After finishing the report, reviewing it, and now having reviewed my progress on previous years goals its times to create this year’s goals. My process is simplified to:

1. Dream

2. Organize

3. Clarify

4. Review

5. Focus

6. Share

Dream

My process starts with a “spaghetti approach”. This comes from the idea that when cooking spaghetti, you can tell when it’s done by throwing it against the wall. Some of them will stick if it’s done.

This is my approach to starting goals. Just brainstorm what you would like to change in your life. I do not think about a time frame or try to confine myself or clarify them. I often have some notes written down from the prior few weeks as I start to think about my end of the year review and I have notes from the review process. Its important to write down anything you are thinking and think big and long term. This is not the time to set specific goals.

Organize

Once I feel I have spent enough time to gather all my thoughts, I then break them down on a word processer in the categories of my life. At this point, I do know worry about if the goals are reasonable or clear. My categories are

• • • • Vocation Goals
        • Beratung Goals
        • Non-Profit boards I serve on Goals
      • Faith Goals
      • Family
      • Personal/ Health
      • Finances
      • Trips
      • Long Term (2 Years or greater)
      • Bucket List
        • Experiences
        • Trips
        • Running Events
        • Events/Sports
        • Hunting Trips

Clarify

Once I have them in this framework I can then work on each goal. I want to make sure they are SMART goals.

• • • • Specific: The goal you set should be specific, and you shouldn’t be able to misinterpret or confuse it
      • Measurable: The goal should allow you to track your progress
      • Attainable: The goal needs to be realistic
      • Relevant: A relevant goal relates to your values, dreams, and ambitions
      • Time-bound: There needs to be a target date for completion

To do this I start making them very clear and time bound. Then check to see if it’s realistic by looking at what actions I would need to take to make this happen. For example, saying you want to eat healthy or loose weight or work out are not SMART goals. Examples include

• • • • Replace eat healthy with Eat Healthy 80% of time by logging every meal and staying under my calorie goal daily Monday – Friday, eating vegetables with every meal M-F and for at least 2 of 3 meals on Saturday.
      • Replace loose weight with weigh 215 lbs by June 1^st.
      • Replace work out as run 3 times a week for 6 months straight.

Review

Once you have made the goals smart you want to reflect on if the goals are results or actions. If they are results you will need to create additional goals to get to the actions. This part is where I find a lot of people that actually create SMART goals fall short. Break it down to actions. For example:

• • • • To achieve the eat healthy goal above, you may need to read a book on healthy eating by a certain date, start logging calories consistently or get an accountability partner to help you by a certain date or hire a coach by a certain date.
      • To achieve the loose weight goal, you may need to do the above or you may need to start working out.
      • To achieve the work out goal, you may need to find an accountability partner by a certain date, join a gym, read a book or create a workout plan by a certain date first.

Once you have made your goals SMART and you have broken them down to actions, check to see if it’s reasonable to make this much change in 1 year. If not, then move the goal to long term (greater than 2 years) and create goals to move you towards that.

Once I have done this, I will review all my goals to see if I feel comfortable with what I came up with.

FOCUS

Then I create my top ten goals. I start by taking the one goal I really want to achieve and then make sure it is a BHAG which is a term coined by Jim Collins standing for Big Hairy Audacious Goal or also called a stretch goal. This is the one goal that is 50/50 if achievable and will take a lot of focus and work to achieve but also make me get out of my comfort zone and stretch to get to. Because of the size of this goal there are typically other goals that support this achievement.

This is created by defining one WIG, which is a coin termed by Chris McChesney that stands for Wildly Important Goal. This is one goal you focus your effort on. I create a WIG for each part of my life personal, family and work. They should revolve around the BHAG.

I have found and most books I read along with most high-level leaders have taught me you can only focus on 1 goal at time. To get there I go through this whole process. If you try to focus on more than 1 goal a quarter, you will not make reasonable progress.

Almost everyone starting with goal setting refuses to follow this advice. I challenge them by if I see you on the street, I ask you your goals. If they do not roll off your tongue and when they do are not SMART, then you are not focused on it and most likely will not achieve it. Creating goals is about growth and change not about creating them. Without action and results, goals are just dreams.

This will give me 3 WIGs for each quarter and then I take 1 annual goal to make my BHAG. This gives me my top ten goals. Sometimes I will have less than that which is even better. I review the 3 WIGs daily and the top ten weekly. Also, with some of the goals you may accomplish them but make sure you go out the whole quarter. Example: if your goal is to start counting calories. You need to do it at least 90 days before it becomes a habit, and you can focus on something else.

To be clear, you keep the other goals and review them at the midyear and end of year review, but they are only reviewed at that point to see what you are doing. The focus goals will get you there. For example, I make a goal to run a marathon. In doing so I may lose weight, eat healthy, or meet a workout goal. These all happened because I was focused on the goal of running the marathon.

After I am done creating my goals, categorizing them to areas of my life, clarifying them as SMART goals, reviewing them, creating my WIGS, BHAG, and Top Ten I then create a one-word theme. This is a guiding principle I use to focus throughout the year. For example, it could be intentional meaning your making every decision in the lens of how it impacts your life or it may be prune where you are focused on getting rid of commitments and creating more gray space in your life. Whatever them should be cohesive with your Top Ten goals and just creates a meaningful easy way to keep yourself on track throughout the year. This is vague and gives you guardrails unlike a goal that is clear, and time bound. This is more philosophical and why its called a theme and not a goal.

Share

Once you have completed your goals, it’s important to share them with others and have outside accountability throughout the year. You can create an accountability partner where you keep each other on track or join a group focused on doing this as well.

Put Into Action

Next step in my review is creating my annual calendar and time blocking. This has been something I have just started 2 years ago and learned from Ashby Daniels. Now that I have reflected on my prior year and created my goals, I need to lay out my calendar to achieve results. I use an excel file for everyday of the year and color code them by…

• Quad II (This is a reference to Quadrant II from Steven Covey’s four quadrants. This is important not urgent planning time. For example, this time spent on the review would qualify as Quad II)
• Family (This would include family trips, time off with family or family events)
• Personal (This would include any time blocked off for myself such as a traveling to a sports event)
• Work/Open (This is a day that would I am working or not classified)
• GSD (This is an acronym for Get Shit Done meaning this is a day blocked off to work on things)

I feel in things that are already planned like vacations or work trips and then color code anything that is not planned. This allows me to see high level how I am spending my time and make sure it aligns with my goals. For example, if I want to be present in my family’s life do I have enough days blocked off to ensure that?

I then take the same process into my weekly calendar and block it off by times. I block of the same color codes on a weekly basis. For example, if I am do not have enough time to work on client service work, I need to block that time off on the calendar or if I am wanting to train for a marathon, I need to block off all the runs on my calendar.

This creates guardrails and helps you to tell your calendar how to spend your time instead of your calendar telling your how to. I then on the same excel spreadsheet list all 52 weekends of the year to share with my wife and get a glance at how we are spending out family time.

Gratitude

The final step of my review process is to express my gratitude to all those that helped me survive or thrive that year. I write thank you cards to those mentoring me, the most influential people and anyone else that I feel lead to during the process. After writing each card I spend time praying over that person. Do not skip this part!

Voxer Assist

A bonus tip/tool is often I when I am in the whirlwind of life, I may not be able to journal that day or I can only do it while driving, or I have thoughts while exercising. I use an app called Voxer that lets me send myself voice notes that I can review when I have clear time to journal.

Summary

The key thing for me is consistency. You need to take time daily to reflect and course correct, or you will end up drifting through life and not living the life God has called you to live. You were designed by God for a purpose and journaling is the best tool I know to help you discover and fulfill this purpose. In summary here are my insights.

1. I believe every person can benefit from journaling

2. There is no one size fits all method, find what works for you

3. Explore different methods and adapt to what works for you

4. It takes years to perfect your method because you can’t get there without trying

5. Consistency is king. Better to have daily entries with one sentence than 1 day a month with 10 pages

6. Give yourself grace if you are starting

7. Weekly reviews and annual reviews are the most important part, but the daily reflections are necessary to complete them

If you found value in this blog, please share it with others so they can grow and develop as well. I would love to hear your method or things you do differently. Feel free to share feedback with me on LinkedIn.