Without a strong system, your productivity tools don’t matter: Here’s why

Productivity apps promise to organize our lives, simplify workflows and increase efficiency. However, despite endless tools at our fingertips, true productivity often remains out of reach. Why? Because productivity apps aren’t the answer to your productivity woes—it’s 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 will 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 usually allow you to complete your important daily tasks while managing your time effectively.

The problem with relying only on productivity tools

I’ll admit it—I’m no stranger to the allure of new productivity apps. Like many who struggle with work-from-home distractions, I’ve tried countless options, from to-do lists to distraction blockers, hoping that each new app will somehow solidify my focus. I have to say that the initial rush of excitement after trying out a new productivity app often leads to a temporary boost in productivity.

However, this “shiny object syndrome” is quickly disappearing 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 other productivity apps; you need a solid and sustainable system.

Productivity systems before applications

The productivity backbone is a sustainable system that works for your needs and goals. The main reason is that over time it becomes a habit that makes task management almost automatic. That’s not to say productivity apps are useless—they can be powerful tools to complement your productivity system.

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By aligning your tasks with a structured productivity method, you won’t have to constantly search for new apps to help you stay on track. Instead, your system will serve as a guide to choosing the right tool to support it. Just like a car engine, your system drives your productivity, and the apps you choose are like the engine oil that keeps the engine running smoothly.

And just as different car engines have specifications for the type of lubricant to use, it helps to be selective with productivity applications based on your system’s needs. Choosing an app that complements your method will ensure that everything works harmoniously. Here are some effective productivity methods and the best tools to support them:

1. The Getting Things Done method

David Allen’s Getting Things Done is an effective productivity system designed to help you reduce mental clutter, improve focus, and master your tasks. At its core, GTD is about capturing anything that comes to mind—tasks, ideas, or notes—into a trusted external system. This shift frees up mental energy and allows you to focus on what matters.

This approach to productivity consists of five steps: capturing tasks, clarifying what can be done, organizing tasks and projects, thinking about them regularly, and engaging in the most relevant tasks.

I find that OmniFocus is the best for Getting Things Done. Its features are tailored to the GTD workflow. OmniFocus’ Inbox captures tasks and ideas while Projects the card organizes tasks with due dates. The Review This feature helps you regularly evaluate your tasks and Perspectives filters tasks based on criteria.

2. Interstitial journaling

Interstitial journaling is an effective alternative to to-do lists because it can increase productivity by taking short, reflective entries throughout the day. The concept is derived from the word “gap” which means a small gap, and uses these gaps or transitions between tasks to jot down thoughts, ideas or feelings.

You should try interstitial journaling if you find it helpful to use short breaks for reflection to prevent mental fatigue and reduce the stress of constantly switching tasks. Overall, it’s useful for anyone looking for a mindful approach to productivity, as it promotes awareness of one’s work habits, improves focus, and helps maintain a calm rhythm throughout the day.

Logseq is a free knowledge management tool ideal for interstitial journaling. Logseq’s outline-based approach breaks records into digestible blocks, making it easy to record each transition. Built-in timestamps also let you easily track task durations and work patterns, and two-way linking helps link related items across your knowledge base.

3. Kanban technique

The Japanese Kanban technique is a simple and effective system for managing tasks. The Kanban method helps you visualize your workflow by dividing tasks and organizing them into several categories, including but not limited to: Do, I doand Done. It’s 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, helps you prioritize tasks and identify potential bottlenecks. In teams, it improves collaboration by assigning tasks to other individuals and tracking progress.

You can create your Kanban boards in Trello. This task management tool allows you to set Kanban stages as Lists and Cards you can drag and drop between stages. You can assign a specific Cards to team members, add terms and descriptions, and attach files to keep all task-related information in one place. Trello also offers a wide selection of templates to help you get started quickly.

4. Eisenhower matrix

The Eisenhower method is great for making 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:

1. Important and urgent for high priority tasks that require immediate attention.
2. Important, but not urgent for important tasks that do not have immediate deadlines.
3. Not important, but urgent for time-consuming tasks that have little impact on your long-term goals.
4. It’s not important and it’s not urgent for low-priority tasks that can be eliminated or delegated.

Organizing tasks using the Eisenhower matrix helps you determine what you need to focus on immediately, what to do later or delegate. This will help you prioritize tasks more effectively and manage your time and energy more effectively.

There are some great tools that use the Eisenhower matrix to organize tasks, such as the priority matrix. This application offers four quadrants for organizing tasks, including Do it now, Do it later, Delegateand Defer. Additionally, you can add due dates, filters, members, and more.

5. Zettelkasten method

The Zettelkasten method (German for “slip box”) is an effective note-taking and knowledge management technique developed by Niklas Luhmann. This productivity system consists of adding one idea per slip or ticket (“zettel”) and using a unique numbering system to arrange them into a box. This organizational system allows you to connect these notes and create a network of ideas.

One of the main benefits of using Zettelkasten is avoiding writer’s block, as each idea or card gives you a starting point for writing. The Zettelkasten system treats each banknote or card as a separate 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.

Although originally an analog system, several digital tools are available to implement the Zettelkasten method. Obsidian is known for its Zettelkasten note taking, but there are other simpler alternatives including Zettlr.

If you don’t currently follow a productivity system to get things done, these options are worth considering. The most important thing is to find a method that suits your needs and stick to it consistently, as repeated use is the key to its effectiveness.