Sustainable Productivity Starts with Systems, Not Tools
I’m embarrassed to admit the number of productivity apps and tools I’ve tried over the years, convinced the next one would solve all my organisational problems.
This quest for productivity perfection usually involved me transferring data from one app to another and watching endless tutorial videos on YouTube. Honestly, it was exhausting.
I eventually realised that well-designed systems are much more important than the latest tools. By prioritising systems over tools, we create a foundation that supports sustainable productivity and reduces stress and overwhelm.
This short article explores why systems are the key to achieving more without sacrificing wellbeing.
The Allure of New Tools
There’s something incredibly alluring about a new productivity tool. In addition to the promise of increased efficiency, it might replace several other tools you use, so it’s temptingly cost-effective. Ultimately, this new tool will make you a better version of yourself, so it’s worth investing time to learn and set it up… right?
The trouble is the cost of switching tools can be significant. It’s the perfect excuse to focus on something other than your most important work. In most cases, it’s classic procrasi-planning.
Don’t get me wrong. I’m not saying you should never switch tools. Instead, if you feel the need to try a new tool, first ask yourself, “Is this a tool or system issue?”
But What is a System?
According to the Merriam-Webster online dictionary, a tool is “something (such as an instrument or apparatus) used in performing an operation or necessary in the practice of a vocation or profession”. A system, on the other hand, is “an organised or established procedure”.
We use tools to execute tasks, but a system is a structured approach that guides how those tasks are done. A sound system can often function with different tools because it provides the framework and direction. However, the reverse isn’t usually true. Simply having a tool without an underlying system leads to disorganisation and inefficiency. Tools support the process, but they don’t create it.
Systems, therefore, come first and are the backbone of sustainable productivity. Switching tools is much easier if you have a solid system in place.
A Few Examples
To illustrate the difference between systems and tools, I’ll share some personal examples.
Meal Planning and Grocery Shopping
I live in a two-person household (not counting the pets). My husband and I share the responsibility for grocery shopping. I tend to plan and cook meals, whereas my husband cleans up.
When any food or other household item runs out, the person who finished it adds it to a shared grocery list.
I plan meals on a Friday (which includes checking stocks on non-food items and then updating the shopping list), and one of us goes grocery shopping on Friday afternoon or Saturday morning.
This example includes two systems: grocery management and meal planning. Our grocery list tool is an app called Bring, but our system could also work if we used a shared note in Apple Notes or a magnetic notepad attached to the fridge. My meal-planning tool is Tana because that is where I like to keep my daily notes, but I could just as easily plan meals in Notion or on a blackboard in the kitchen. The tools are less important than the system.
Task Management
I have a one-point-of-truth approach to task management, meaning I try not to have to-do items scattered around (for example, sticky notes, emails, and in my head).
The diagram below illustrates my task management system as a funnel. Items are captured at the top of the funnel. They are then organised into life zones, projects, and areas. After that, they are prioritised using start dates (when I will do the work) and due dates (deadlines). Finally, I decide which tasks to focus on today and use priority flags to put them in order.
My preferred task management tool is Todoist. However, my system could be recreated in other tools, such as Notion, TickTick, or a bullet journal.
The Link Between Systems and Wellbeing
Solid systems can reduce decision fatigue, minimise stress, and improve wellbeing.
Meal planning used to be an unpleasant, time-consuming chore for me. I rarely planned enough meals for a whole week, which led to me often ordering takeaway on a Friday night. Now, my system incorporates a list of healthy, tried-and-tested recipes. When I eat well, I have more energy, so this system, in particular, directly affects my health and wellbeing (as well as my cash flow!).
My trusted task management system captures everything – I never need to worry about tasks I might have forgotten. Ending the workday, knowing precisely what’s left to do and when, allows me to switch off properly and enjoy my evening.
These are just two examples of productivity systems that link directly to wellbeing. Please feel free to share your own examples in the comments.
Final Thoughts
Build systems that suit your life and support your goals – then consider the tools that will support your system. The next time you feel the urge to download a new app or buy a new planner, take a moment to think about your systems. Adjust them until they work for you (and don’t worry too much about what everyone else is doing).
