Why Do I Need a Productivity System?

Having a productivity system is essential for me to use my time efficiently while maintaining a healthy balance between relaxation and self-improvement. I want to stay connected with family and friends on social media, but I also want to avoid mindless doom-scrolling. A structured system helps me set clear boundaries, allowing me to relax without feeling guilty. More importantly, it provides a roadmap to achieve my goals. I set my goals quarterly rather than yearly, which allows for better adaptability and progress tracking. A system also helps me plan my day and week effectively, ensuring that my daily activities align with my broader objectives. This structure minimizes time conflicts and holds me accountable for my commitments. In an upcoming blog post, I’ll dive deeper into how I create my goals and the framework I use to achieve them.

 

Which Tools Do I use?

• Google Calendar

  • Have calendar invites for gym, cricket, and religion as recurring events for three months (these are my non-negotiables).

  • Every Sunday, I plan for the following week and reflect on the previous week using my Goal Keeper sheet.

  • Weekly reflection prompts:

    • What were my week’s wins?

    • How can I improve my next week?

    • What are my goals for next week?

    • What is one thing I would like to achieve next week, and what is my reward if I achieve it?

• OneNote

  • Note-taking organized into notebooks and pages.

• Gmail

  • Use labels to forward mail I don’t want in my inbox but want to check later.

  • Unsubscribe from newsletters and marketing emails immediately (this took effort initially, and I did it while in the bathroom).

• Apple Notes/Google Keep

  • Integrated with Google Nest Hub at home.

  • Grocery lists and other important notes.

  • Organized into folders or labels.

  • Store images of important documents and identification for easier access.

• Screen Time

  • Set limits on Instagram (7 minutes) and Reddit (15 minutes).

• Apple Reminders

  • My to-do app of choice.

  • Used for trivial tasks such as chores etc.

• AirPods Pro

  • Always on me. I use them when I need to do something mindless and can listen to a podcast simultaneously.

• Spotify

  • Movie scores and instrumental music only (no lyrics whatsoever).

  • Podcasts.

• Goal Keeper Sheet

  • A digital copy of my goals accessible on my phone for quick reference.

• Digital Minimalism

  • Organized most of my apps/software (except Google Keep, iCloud, and hard drive) to minimize time spent searching for files.

• Think Day

  • Not an entire day – just about six hours at the end of each quarter to review progress.

  • Assess which goals I achieved and why I missed certain ones.

  • Adjust unachieved goals to make them more attainable next quarter.

  • Reflect on why I want to achieve specific goals and whether they align with my values.

• Focus Mode

  • Notifications

    • Work mode (Mon-Fri, 9 AM – 5 PM) and sleep mode (11:30 PM – 7:30 AM) activate automatically.

    • No screen wake-ups from notifications, only calls come through.

  • DND Mode

    • When working on a focused task, I put Teams and Outlook on Do Not Disturb.

    • I check messages every 1-2 hours in case of urgent matters.

• ChatGPT/Claude

  • I use AI for complex tasks, like analyzing something unrelated to work or something abstract like refining my gym routine. It helps free up mental space for more important things

 

My productivity system wasn’t perfect from the start – it took a lot of trial and error. I had to be open to experimentation, tweaking my system as I learned what worked best. For example, I created calendar events to give my days structure, but I remained flexible in modifying them when needed. Striking the right balance between too many and too few breaks was another key adjustment, helping me determine what schedule worked best for me. I also tried various productivity apps like Notion before settling on the ones that suited me. Watching YouTube videos for inspiration also played a role in refining my approach. One of my biggest realizations was that I struggle to sit still for long periods. Instead of forcing myself to work on a single task for 90 minutes, I break it into three different tasks, each lasting 30 minutes. By the end of the week, I achieve roughly the same amount of work while keeping my engagement high. Of course, some tasks demand longer periods of deep focus, and I accommodate those as needed.

What’s Next for My System?

The system continues to evolve. I’m planning to incorporate the 1-1-1 journaling method: recording one daily win, one area for improvement, and one thing I’m grateful for. I’m also refining my goal-setting strategy to better align with my values and long-term vision.

 

A productivity system isn’t about rigidly following a schedule – it’s about creating a framework that helps you focus on what matters while still making time for rest. Mine continues to evolve, but it’s helped me stay on track without burning out.