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Productivity apps promise to organize our lives, simplify workflows, and boost efficiency. Yet, despite endless tools at our fingertips, true productivity often remains out of reach. Why? Because productivity apps are not the answer to your productivity woes—it’s about the system behind them.
What Are Productivity Systems?
A productivity system is a repeatable process and well-defined structure for effectively managing time, attention, information, and tasks. It’s a set of routines that help you consistently maintain high-quality output and achieve your goals. Although productivity systems vary from person to person depending on their specific needs and preferences, they typically empower you to complete your important daily tasks while effectively managing your time.
The Problem With Relying Solely on Productivity Tools
I’ll admit—I’m no stranger to the allure of new productivity apps. Like many struggling with work-from-home distractions, I’ve tried countless options, from to-do lists to distraction blockers, hoping that each new app would somehow be the one to fix my focus. I must say that the initial rush of excitement after trying a new productivity app often leads to a temporary increase in productivity.
However, this “shiny object syndrome” quickly fades, and I find myself chasing the next best thing. Why? Because the app itself only treats the symptom without addressing the root cause, which is often the lack of a clear and repeatable productivity structure. So,you don’t need more productivity apps; you need a solid and sustainable system.
Productivity Systems Before Apps
The backbone of productivity is a sustainable system that works for your needs and goals. The main reason for this is that, over time, it becomes a habit that makes task management nearly automatic. This is not to say that productivity apps are useless—they can be effective enablers that supplement your productivity system.
When you align your tasks with a structured productivity method, you won’t need to constantly search for new apps to help you stay on track. Instead, your system will serve as a guide for choosing the right tool to support it. Like a car’s engine, your system powers your productivity, and the apps you choose are like the engine lubricant that keeps it running smoothly.
And just like different car engines have specifications for the type of lubricant to use, it helps to be selective with your productivity apps based on your system’s needs. Choosing an app that complements your method ensures everything works harmoniously. Here are some effective productivity methods and the best tools for supporting them:
1. The Getting Things Done Method
David Allen’s Getting Things Doneis an effective productivity system designed to help you reduce mental clutter, improve focus, and conquer your tasks. At its core, GTD is about capturing everything on your mind—tasks, ideas, or notes—in a trusted external system. This shift frees up mental energy and lets you focus on what matters.
This productivity approach consists of five steps: capturing tasks, clarifying what’s actionable, organizing your tasks and projects, reflecting on them regularly, and engaging with the most relevant tasks.
I’ve found OmniFocus to be the best for Getting Things Done. Its features are tailored to the GTD workflow.OmniFocus’Inboxcaptures tasks and ideas, while theProjectstab organizes tasks with due dates. TheReviewfeature helps you regularly assess your tasks, andPerspectivesfilters tasks based on criteria.
2. Interstitial Journaling
Interstitial journaling is an effective alternative to to-do lists, as it can improve productivity by recording short, reflective entries throughout the day. The concept derives from the word “interstice,” meaning a small gap, and takes advantage of these gaps or transitions between tasks to jot down thoughts, ideas, or feelings.
You should try interstitial journaling if you find value in using brief reflection breaks to prevent mental fatigue and reduce the stress of constant task switching. Overall, it’s useful for anyone seeking a mindful approach to productivity, as it promotes awareness of one’s work habits, improves focus, and aids in maintaining a calm rhythm throughout the day.
Interstitial journaling merges note-taking, task tracking, and mindfulness, helping you go about your day in a more relaxed and reflective way.
Logseq is a free knowledge management toolideal for interstitial journaling.Logseq’s outliner-base approach breaks down entries into digestible blocks, making it simple to record each transition. Built-in time stamps also allow you to easily track task durations and work patterns, and bi-directional linking helps connect related entries across your knowledge base.
3. The Kanban Technique
The JapaneseKanban technique is a simple and effective system for managing tasks. The Kanban method helps you visualize your workflow by breaking down tasks and organizing them into several categories, including but not limited to:To Do,Doing, andDone. It is a great productivity method for personal or team use.
One of the main benefits of using the Kanban technique is that it provides a clear overview of task statuses, helping you prioritize tasks and identify potential roadblocks. For teams, it improves collaboration by assigning tasks to other individuals and monitoring progress.
you may create your Kanban boards in Trello. This task management tool lets you set up Kanban stages asListsandCardsyou can drag and drop between stages. You can assign specificCardsto team members, add due dates and descriptions, and attach files to keep all task-related information in one place.Trelloalso offers a wide selection of templates to get you started quickly.
4. The Eisenhower Matrix
TheEisenhower method is great for preparing to-do lists. You can use this productivity system to categorize your tasks based on their urgency and importance. The Eisenhower matrix consists of four quadrants:
Organizing your tasks using the Eisenhower matrix helps you identify what you need to focus on immediately, do later, or delegate. This helps you prioritize your tasks effectively and manage your time and energy more efficiently.
There are severalgreat tools that use the Eisenhower matrix for organizing tasks, such as the Priority Matrix. This app offers four quadrants for organizing tasks, includingDo Now,Do Later,Delegate, andPostpone. In addition, you’re able to add due dates, filters, members, and more.
5. The Zettelkasten Method
The Zettelkasten (German for “slip box”) method is an effective note-taking and knowledge-management technique developed by Niklas Luhmann. This productivity system consists of adding one idea on a slip or card (“zettels”) and using a unique numbering system to organize them in a box. This organizational system allows you to connect these notes, forming a web of ideas.
One of the main benefits of using Zettelkasten is to avoid writer’s block, as each idea or card gives you a starting point for writing. The Zettelkasten system treats each note or card as a standalone piece with a specific sequence of numbers or addresses for quick reference. These connections allow related ideas to span multiple topics without being confined to a single category.
While it was originally an analog system, several digital tools are available to implement the Zettelkasten method.Obsidian is famous for Zettelkasten note-taking, but there are other simpler alternatives includingZettlr.
If you are not currently following any productivity system to get things done, these options are worth considering. The most important thing is to find a method that fits your needs and stick to it consistently, as following it repeatedly is key to its effectiveness.
