I am only just starting to implement GTD. I have it all set up at work, but similar to you, we don't have the add-in, so I do it as the white paper.

How I do my weekly review is I firstly print off my checklist of things to do in the review, so I have a piece of paper I can cross things off on. I then also print off my projects list (minimise all categories except project and print) so I have another piece of paper I can cross things off on.

Due to the nature of my work, I can group things with careful use of the subject line. For instance, I will have the main top-level project at the front of the subject in square brackets (eg [personal], [dept-admin], [plane-variant] (I work in the aerospace industry)). The next part of the subject would be any code that would connect it back into the internal company organisation, for instance a report number if one exists. This isn't always possible, so isn't essential. The square brackets thing I find invaluable though, and part of my weekly review I ensure all projects have this. Then I have a brief description of the project. So, for instance, a typical project for me would be "[CTOL] 2ABC12345 vertical tail skin" or "[Dynamics] Organise team meeting". That way, all related projects are grouped in my list.

For my next actions, I start off the task subject with the project title, so for instance "[Dynamics] Organise team meeting - call Rob to find out available times" in @ calls - this gives easy visibility against each project.

Then, the next "off-track" way I deal with tasks is I never delete, I only edit. So, after I have called Rob, I would want to schedule the meeting in Outlook, so I would edit the task to say "[Dynamics] Organise team meeting - schedule time in Outlook" and perhaps have notes from the conversation with Rob in the task notes. In actual fact, I would probably just schedule without writing a task as it would be less than 2 minutes, but this is just an example.

The benefit of this is you constantly have a next action, and you have easy visibility against each project when it comes to weekly reviews. The downside is you have no history of completed tasks, but I rarely use this anyway.

Then in the weekly review, I go down my list of projects and check against each next action. I also go down my next actions and check against the projects (raising any projects I haven't already done).

It may not be quite the "pure" way, but it works for me.

Hope this helps.

Matthew