Productivity System: Be deliberate, but don't deliberate
My workflow is pretty simple.
I keep an extensive to-do list in Obsidian (and in a paper notebook). Things get added to this every day or whenever I get an idea. It can be sporadic, or it can come from the number of project management apps that teams sign me up for(I work with multiple clients and try to adapt to their way of working as much as possible).
When the day ends, I sit down with pen and paper and plot out when I will tackle specific tasks between 9 and 5.
These tasks include items from my to-do list, both personal and professional, and any upcoming meetings (which I limit).
I also prune or add to my to-do list.
The morning is set aside for deep work tasks until lunchtime. Then I run errands, and in the evening, I work again until five.
If I find myself distracted, I use a Pomodoro timer to get into a rhythm.
Built around intentions
Everyone has a different workflow, but mine is simple. This is by design.
I'm still using project management tools with my teams, but everything I will do is planned the day before.
I even set aside time for customer support interruptions.
Principles
This system works for me for two reasons.
- Reduce friction
Simplicity and lack of options produce more, not less. Every hour is planned, and I know what I'll be doing at a specific time.
- Reduce Deadlines
"Work expands so as to fill the time available for its completion" - Parkinson's Law, abbreviated.
Once you start a task, you are more than likely to finish it. The hard part is getting started with the least time available. I find 25 minutes is usually enough for me to get over the hump of starting a task.
That's it.
Nothing fancy.