I’ve tried every productivity system you can imagine. GTD, PARA, Building a Second Brain, Zettelkasten, bullet journaling — you name it, I’ve probably spent weeks trying to make it work for me.
Here’s what I’ve learned: the best system is the one you’ll actually use consistently.
The Problem with Perfect Systems
Most productivity systems fail because they assume you have unlimited time and energy to maintain them. In reality, the maintenance overhead often exceeds the productivity gains.
Common Pitfalls
- Over-categorization: Creating so many folders and tags that finding things becomes harder
- Tool obsession: Spending more time configuring tools than using them
- All-or-nothing thinking: Abandoning the entire system when you miss a day
My Current Approach
After years of experimentation, I’ve settled on a hybrid approach that combines the best elements of different systems:
The Three-Bucket Method
- Capture - One inbox for everything (Obsidian daily notes)
- Process - Weekly review to categorize and prioritize
- Execute - Simple task lists with clear next actions
Tools That Work
- Obsidian for knowledge management and daily capture
- Notion for project tracking and team collaboration
- Apple Reminders for time-sensitive tasks
- Calendar blocking for deep work sessions
The Key Principles
1. Start Simple
Begin with basic lists and folders. Add complexity only when the simple version breaks down.
2. Regular Reviews
Weekly reviews are non-negotiable. This is where the system stays healthy.
3. Embrace Imperfection
Your system will evolve. Don’t optimize for the perfect workflow — optimize for resilience and adaptability.
4. Automate the Boring Stuff
Use tools like Zapier or Shortcuts to handle routine data entry and file organization.
Making It Stick
The difference between systems that work and systems that don’t is consistency. Here’s how I maintain momentum:
- Start each day with a 5-minute planning session
- End each day with a 2-minute cleanup
- Do a thorough weekly review every Friday
- Monthly system evaluation and adjustment
Remember: your productivity system should make your life easier, not more complicated. If you’re spending more time managing your system than getting work done, it’s time to simplify.