Best Productivity System to Help You Get More Done

The irony of technology is that it’s provided us with tools to vastly improve our productivity and even more distractions that take us away from our work. Perhaps that’s why the Internet age hasn’t seemed to increase economic productivity.

That’s where productivity systems come in. These methodologies, ranging from time-blocking and the Pomodoro Technique to Getting Things Done (GTD), transform chaos into order, boosting our ability to manage tasks and get more done quickly.

But with so many systems and tools available, how do you choose the right one? This blog post dives into three popular productivity systems, the tools that support them, and the basics of how they work to help you find your ideal productivity system.

The Science of Productivity

Psychological research highlights the importance of motivation, goal setting, and cognitive processes such as attention and memory in shaping productivity. Theories like the Time Management Matrix, developed by Stephen Covey, categorize tasks by urgency and importance, guiding us to prioritize effectively. Furthermore, the concept of flow, introduced by Mihaly Csikszentmihalyi, underscores the significance of immersing oneself in tasks to the point of losing track of time, which can significantly enhance performance and satisfaction. Productivity systems help us do more and do what matters most efficiently and sustainably.

You’ll notice a theme with these productivity systems: planning and reducing the brain load of deciding what to work on throughout your day is crucial. Each decision we make takes energy, and having to decide “what should I work on next” several times throughout the day will wear on you. It also takes you out of flow, which we’re all trying to achieve with our productivity systems.

What is a Productivity System?

Definition and Purpose

A productivity system is a set of practices, tools, and techniques designed to help individuals manage their time, prioritize tasks, and boost overall productivity. The primary purpose of a productivity system is to enable you to achieve your goals and objectives efficiently while maintaining a healthy work-life balance. A good productivity system should be tailored to your unique needs, preferences, and work style, and should be flexible enough to adapt to changing circumstances. By implementing a well-suited productivity system, you can streamline your daily tasks, reduce stress, and create a more organized and productive workflow.

Understanding Your Productivity Style

Visual, Tactile, and Abstract Approaches

Understanding your productivity style is essential to choosing the right productivity system. There are three main productivity styles: visual, tactile, and abstract. Visual individuals prefer to use diagrams, charts, and images to organize their tasks and projects. For them, productivity systems like mind maps and Kanban boards are ideal, as they provide a clear visual representation of tasks and progress.

Tactile individuals, on the other hand, thrive on using physical tools such as paper planners and sticky notes to manage their tasks. Systems like bullet journaling and traditional paper planners cater to this preference, offering a hands-on approach to task management.

Abstract individuals lean towards digital tools, such as task management apps and calendars, to organize their tasks. Digital productivity systems, like Trello or Asana, are perfect for those who prefer an abstract approach, allowing for seamless integration with other digital tools and easy access from anywhere.

By identifying your productivity style, you can choose a system that aligns with your natural preferences, making it easier to stay organized and productive.

Four Productivity Systems You Should Try

Getting Things Done

Getting Things Done (GTD) is one of the most popular productivity systems. Developed by David Allen, the primary tenet of GTD is having a repository for all the things you need to do to get them out of your mind and into your system. This allows you to free up brain space and reduce stress, knowing everything you need to do is in one place.

GTD involves a workflow that includes putting things into buckets, such as an inbox for new items, a trash can for items you won’t do, a filing system/series of lists, and a calendar.

The process looks like this: a task arises, perhaps during a meeting or in the shower. You immediately file this task in an inbox - this could be a software tool or on paper. You triage the new items in your inbox when you plan each day. If something is not actionable, you put it in the trash or the someday/maybe category. If you can do it in less than two minutes, do it immediately. Everything else you drop into categorized lists or a to-do list. Then, when you start working on a project, you can go to the relevant list with all your tasks and work your way through them rather than spending time throughout the day figuring out what to do next.

Learn more about GTD and software tools that enable this process at the official website.

Timeboxing (aka Time Blocking)

My favorite productivity system is timeboxing. The idea behind this method is to plan your work in time chunks on your calendar. This method is particularly effective for prioritizing tough tasks, ensuring that challenging assignments are tackled head-on. I slot my tasks into my calendar between breaks and meetings, so I always know what to do next. This system also involves planning. I plan my week out in advance, time-blocking tasks throughout the week. Each day, I recalibrate to account for things I didn’t get to the day before or new, essential tasks that came up during the week.

Another benefit of timeboxing is that it allows you to set a rough time frame for your willingness to work on a task. Often, our work fills the time available. With timeboxing having the time slot on your calendar encourages you to complete it in the allotted time.

I liked timeboxing so much that I built timeboxing software in my prior life. Now I use Akiflow, which integrates with all my tools - email, Trello, calendar, Slack - and makes it easy to bring all my tasks into one place and drag and drop them onto my calendar. They even have a daily planning feature.

Biological Prime Time

Biological Prime Time is a productivity system that involves tracking your biological rhythms to optimize your productivity. This system is based on the idea that your body has natural cycles of energy and alertness, and by working in sync with these cycles, you can increase your productivity.

To use the Biological Prime Time system, start by tracking your energy levels, motivation, and focus throughout the day. You can use a journal or a mobile app to record your observations. Once you have identified your most productive times of the day, you can schedule your most important tasks for those periods. For example, if you find that you are most alert and focused in the morning, plan to tackle your toughest tasks during that time.

Additionally, the Biological Prime Time system involves eliminating factors that can disrupt your energy and motivation, such as excessive caffeine intake and social media distractions.

Pomodoro Technique

Pomodoro was the first productivity system I dabbled with when I started my career. The idea behind Pomodoro is to set a timer for 25 minutes to focus on completing one task. It is particularly effective for managing urgent and important tasks. At the end of 25 minutes, you take a five-minute break. This allows your brain to rest and to spend your focus time as productively as possible.

I still use Pomodoro to some extent, but I found the 25/5 ratio too short. After reading an article that the most productive people tend to work on this type of cycle, I’ve since amended it to 52 minutes, followed by 17-minute breaks.

My favorite tool for this is Flow Timer for Mac. It allows you to set customer timers, and I can control it using Raycast.

Summarizing productivity systems

The number one goal of productivity systems is flow - helping you get into a state where work happens quickly and time all but disappears. These systems can also be applied to your personal life, helping you manage daily tasks, long-term goals, and emotional well-being. Planning your work and sticking to a system enables you to achieve flow, letting you finish more in a shorter time. Effective project management methodologies and tools, such as 'Getting Things Done', Monday, and Asana, are crucial for enhancing productivity and organization.

There are many other productivity systems besides GTD, timeboxing, Biological Prime Time, and Pomodoro, but these are a good starting point on your productivity journey.

Productivity Systems FAQ

What is project management?

Project management is the process of planning, organizing, and managing resources to achieve specific goals within a set timeframe. It involves coordinating tasks, people, and budgets to ensure a project is completed successfully, meeting its objectives. The process typically includes stages such as initiation, planning, execution, monitoring, and closure.

What is the Pomodoro technique?

The Pomodoro technique is a time management method that breaks work into intervals, traditionally 25 minutes long, called "Pomodoros," followed by a short break. After completing four Pomodoros, a longer break is taken. This approach helps to maintain focus and improve productivity by managing time in short, intense bursts.

What is work-life balance?

Work-life balance refers to the ability to prioritize work responsibilities while also making time for personal life and activities. Achieving balance ensures that neither work nor personal commitments dominate, helping to reduce stress and improve overall well-being. It involves managing your time and energy effectively between professional tasks and personal interests.

What is time blocking?

Time blocking is a scheduling technique where you divide your day into blocks of time, each dedicated to specific tasks or activities. This helps to organize your workload and ensure focused, uninterrupted time for each task. By assigning tasks to specific time slots, you can boost productivity and reduce distractions.

What does eat the frog mean?

"Eat the frog" is a productivity concept that encourages tackling your most difficult or important task first thing in the day. By addressing the most challenging task early, you build momentum and reduce procrastination. This approach helps make the rest of your day feel more manageable and productive.

What are project management tools?

Project management tools are software or platforms that help plan, execute, and monitor project tasks and workflows. They often include features for task tracking, resource allocation, collaboration, and reporting. Common examples include tools like Asana, Trello, and Microsoft Project, which assist teams in managing deadlines, communication, and project progress.