Hey everyone! It's been a while since my last post. I've just been busy focusing on making a difference in the lives of seniors as I manage senior homes here in Michigan. This is why I am always focusing on productivity.
I recently watched a video by Ali Abdaal (whom I follow) about productivity, and it really resonated with me. I wanted to share my summary of his Ultimate Productivity System, along with a visual I created to help understand it better. This is the system I've had bits and pieces of for a while now, and I thought others might find it helpful too. It's flexible depending on what tools work for you, and how your life, business, and personal life is structured. The point is to make sure you get everything off your brain, so that i can be free to be creative and focus on one key focus at a time.
Ultimate Productivity System -- Easy Summary
Why Do You Need a Productivity System?
A productivity system helps you:
- Do important things without wasting time
- Feel less stressed
- Let your brain focus on fun stuff like being creative and enjoying life
- Stop trying to remember everything in your head
- Think of your brain like a computer -- it works better when it's not overloaded!
The Three Levels (Like Harry Potter Characters!)
Level 1: Ron -- Basic Life Management
This level keeps your life organized. You NEED these four things:
1. Calendar
- Put ALL events in a digital calendar (Apple Calendar, Google Calendar)
- If it's not in the calendar, it doesn't exist
- Block out time for important things like exercise or hobbies
- Use scheduling apps like Calendly to avoid back-and-forth emails
2. Email System
- Use the "one touch" rule -- each email only touches your inbox once
- Put calendar events in your calendar, then archive the email
- Put tasks in your to-do list, then archive the email
- Unsubscribe from junk emails
- Don't use your email as a to-do list!
3. To-Do List
- Write down EVERYTHING you need to do
- Use an app like Todoist or even paper
- Have a "might do" list to reduce pressure
- Create a "someday maybe" list for future ideas
- Aim for 100% coverage -- if only 90% of your tasks are written down, you'll still feel stressed
4. File Storage
- Use cloud storage like Google Drive
- Organize files in folders
- This way, you never lose important documents
Level 2: Hermione -- For People Who Read a Lot
This is optional -- only if you read books, articles, or watch educational videos:
1. Kindle App
- Best for reading and highlighting books
- All your highlights get saved automatically
2. Read-It-Later App
- Use apps like Instapaper
- Save articles to read when you have time
- Don't get distracted by articles when you're supposed to be working
3. Readwise
- Collects all your highlights from different apps
- Puts them in one place so you can find them later
4. Note-Taking App
- Use Apple Notes or similar
- Write down quick thoughts and ideas
- Don't worry about perfect organization
Level 3: Dumbledore -- Advanced Creative System
This is for people who want to connect ideas and be more creative. It involves building a "second brain" using apps that help you link different thoughts and ideas together.
Key Rules to Remember
- Your brain is for having ideas, not storing them -- Write everything down!
- If it's not in your system, it doesn't exist
- Keep it simple -- Don't make your system too complicated
- Trust your system -- Once you write something down, don't worry about it
Tools Mentioned
Level 1 (Everyone Needs These):
- Calendars: Apple Calendar, Google Calendar, Fantastical
- Email: Gmail, Apple Mail, Superhuman
- To-Do Lists: Todoist, paper planners
- File Storage: Google Drive, Dropbox
- Scheduling: Calendly, Savvycal
Level 2 (For Heavy Readers):
- Reading: Kindle App
- Save Articles: Instapaper
- Organize Highlights: Readwise
- Quick Notes: Apple Notes
Level 3 (Advanced Users):
- Second Brain Apps: Rome Research, Obsidian, Notion
The Big Idea
Stop trying to remember everything! Your brain should focus on being creative and having fun, while your system remembers the boring stuff like appointments and tasks. This will make you less stressed and more productive.
What I love about Ali's approach is how he breaks it down into manageable levels -- you don't have to implement everything at once. I'd love to hear if anyone else works this way, or any other productivity approaches that work.
