Designing a Personal Productivity System That Actually Works

Most productivity systems fail because they’re too complicated.

This post outlines a simple, low-friction setup that works for busy developers.

The Core Principles

Any system worth using should be:

• Simple
• Visible
• Easy to maintain
• Forgiving when you fall behind

If it needs constant tweaking, it won’t last.

Step 1: Capture Everything

Stop trusting your memory.

Use one inbox for:

• Tasks
• Ideas
• Reminders
• Random thoughts

Tools that work well:

• Notion
• Todoist
• Apple Notes
• A plain text file

The tool matters less than using it consistently.

Step 2: Clarify Weekly

Once a week, process your inbox.

For each item:

• Is it actionable?
• Does it take less than 2 minutes?
• Can it be delegated?
• Should it be scheduled?

Delete anything that no longer matters.

Step 3: Keep a Short Daily List

Don’t plan your entire life.

Each day, pick:

• 1 important task
• 2 medium tasks
• 3 small tasks

That’s it. Anything extra is a bonus.

Step 4: Use Time Blocks

Assign rough time windows instead of exact schedules.

Example:

• 9–11: deep work
• 11–12: meetings
• 1–3: shallow work
• 3–4: learning

This keeps your day flexible but structured.

Step 5: Review and Adjust

Every month, ask:

• What actually got done?
• What kept getting postponed?
• What felt stressful?
• What felt easy?

Then tweak one thing. Not ten.

Common Mistakes

Avoid:

• Too many tools
• Overplanning
• Copying someone else’s system
• Treating productivity like a hobby

Your system should serve your work, not replace it.

Final Thoughts

A good productivity system fades into the background.

Keep it simple. Make it visible. Adjust it slowly.

If it helps you ship work and feel less stressed, it’s doing its job.