In this post you’re going to learn what is personal productivity and how you can create your own personal productivity system.
A day has only 24 hours so you need to utilize each hour being productive to reach your goals and be the master of your own life.
Only a few people develop their own productivity system and if you are among those who plan everything in advance you have an edge over most of the peoples who just randomly working towards their goal.
But it is not an easy skill to learn.
Though some people have some sort of system in place but they don’t know how to utilise it to their advantage.
So in this post I will tell you how to build your own productivity System so you can manage your time effectively.
What is Personal Productivity System?
So before moving forward let’s first understand what is the real meaning of productivity system.
According to Wikipedia, “Productivity describes various measures of the efficiency of production. Often (yet not always), a productivity measure is expressed as the ratio of an aggregate output to a single input or an aggregate input used in a production process, i.e. output per unit of input, typically over a specific period of time.”
So personal productivity simply means self-control and responsibility in order to produce the best results to reach your final goal or to achieve something.
Personal Productivity is required to manage your time effectively. And in order to do that you need to build your own personal productivity system.
As it is personal, the productivity system varies from person to personband from goals to goals.
But this will be your baseline. And through your productivity system you can manage your goals and business, and you can keep tracks of your achievements.
This will give you clear idea what you have to do and how you are going to do. This is because you already have a system which you have to follow for achieving some task and goals.
Personal Productivity System also acts as an accountability partner, though as virtually.
Why is personal productivity important
Let’s be honest here.
Most of the time we delay our task or sometimes never even do it.
If you don’t have a personal productivity system you might be doing some tasks over and over, or slnot doing some at all, you lose your time as well as money.
That’s why personal productivity is important.
Here’s some of the reasons why personal productivity is important :
1. You can manage your tasks effectively
Personal Productivity System is most important because it enables you to manage your daily, weekly, monthly, or even yearly tasks effectively.
2. It prevents procrastination
Yes, having a list of task that you have to do on regular basis will help you not to procrastinate.
You don’t have to worry what’s the next task you need to do after waking each morning.
You will have a list of tasks already assigned in your productivity system (whatever tools or app you are using) which you have to complete on that particular day.
And with each task or goals completed, you will reach one step closer to attending your ultimate objective, your dream goal.
3. Effective Time Management
When you set up your productivity system you will remove all the unnecessary stuffs that don’t add any value to your life as well as to your goal.
This includes what time you will give yourself for using social media, what time you will allocate for the gym, how do you manage your meetings, how much free time you will grant yourself, and the list goes on.
So you can manage time and thus also have a ME TIME in those 24hours only.
4. You Will Be Motivated
When you have a proper productive management system in place you will ultimately use it to get your things done.
And after completing each task the motivation and happiness you will get that I can’t describe here in words.
Its the same feeling I get everytime I complete writing a blog post or ebooks.
This is just one minor objective. Later I have to edit, design, and publish it. But doing these smaller tasks only makes that possible to reach the big goal (Here in this example ny big goal is to publish my blog post).
The Best Productivity System
I will be honest here with you. There is no best productivity system which fits all.
After trying a lot of productivity Systems I realized it’s time to stop looking for a one-size-fits all productivity System.
This is because each individual is unique and each and every one of us have different life goals and objectives, as well as everyone’s life is completely different from one another.
So how can one personal productivity system will benefit all.
Everyone should have a personal productivity system and based on their preferences they should set it up.
For me simple digital note takings system works, for you it may be virtually kanban system.
So set your personal perspective system accordingly.
The main goal of using a personal productivity system is to get things done and reach your final goal without compromising your life and happiness.
So follow whatever fits you the best and let you get your things done.
How I create my own productivity System
I started off with my own tracking using a diary. I write down what I havr to do the following week and so on.
It was just the outline of the things that I need to do on so and so particular date.
It doesn’t work out for me as when I’m on the go, I don’t always carry my diary. So when some ideas strike I used my smartphones note-taking app to record it. Later I can add these to my diary (double work).
So after trying everything things I now set myself using digital formats only for my personal productivity system.
Currently, I am using Notion, Evernote, and Google Calendar to manage my own productivity System.
In Notion, I have everything outlined from small goals to main goals, from to-do lists to projects, from books to read to books to write.
I added smaller tasks first, then big projects later broke down those big projects into smaller tasks. As these are the digital formats so now I can add, edit, and reschedule anything on the go.
Personally, it was a boon for me.
This is what my personal productivity system dashboard looks like.
How To Create Your Own Productivity System
My personal recommendation is to build your own productivity system according to your own needs and goals.
Though you need to use different apps, software, and system to know what works best for you.
What you can do is you can take ideas from other systems and then build your own system. Later you can take it to the micro-level and start optimizing parts of the system using some productivity hacks.
Because a personal productivity system is nothing but a large collection of information in a systematic fashion. And you can use any tools to get your things done in an organized manner.
There are some methods for creating a productivity system that you can try.
Some of these are like:
1. To-Do List
To-Do lists are a great way to organize your life. Having a to-do list is the most easy way to create a simple productivity system.
You can say this is the basis of productivity system and many other frameworks that follows after that.
Creating a To-Do list is the first step as you need to write down everything, whether it’s just a small task or some big goals.
Later while organizing you can create sub-goals of any big project that you might have.
A To-Do list can be created anywhere and for any task.
You can have a daily To-do list, a weekly To-Do list, or even a monthly To-Do list.
Developing habits are the most important aspect of creating a perfect personal productivity system.
Any productivity system is vain if you don’t follow the proper habit.
Habits are simply defined as the work or routine you follow every day.
For example if you crave for a cup of coffee just after you wake up, these are the habits that build over time. Now you need to get coffee every morning.
Similarly you have to develop proper habits around your tasks that you might want to achieve. This is because this system may be new for you. So you are not habituate of following it.
Habits are so ingrained in our everyday life that for the most part, we don’t even think about them. They are automatic. But recognizing your habits—and learning how you can change the bad ones and create new, positive ones—is the first step towards productivity.
Batching is the technique of producing content or accoplishing a similar type of task in one go.
Let me give you an example,
The production of a single YouTube video requires scripting, filming, editing, thumbnail designing, publishing, writing description, adding tags, and creating Headlines.
But the same can be done in batches.
Like you can just write scripts for more than 10 videos in a single day. Similarly you can record 5-6 videos in a single day. This can almost triple your productivity.
Though batching requires uninterrupted time, the result it can give you is massive.
For me, I just isolate myself for one single day and just write blog posts. No editing, no formatting, and nothing. It’s just writing the post. In a single day, I was able to write 6 blog posts each of more than 2000 words.
I then schedule another day just for editing and formating those blog posts. Later schedule one day just for publishing and scheduling for a particular day based on my publishing schedule.
A similar technique you can also follow to boost your productivity.
4. Pomodoro Technique
The Pomodoro Technique is a time management method developed by Francesco Cirillo in the late 1980s. The technique uses a timer to break down work into intervals, traditionally 25 minutes in length, separated by short breaks. – Wikipedia.
The idea behind this is to install a sense of urgency rather than thinking that you have whole day to just work on a single thing.
I find this technique effective as you are not working continuously burning out, rather you take breaks and you already know how much longer you have to work and how much longer the breaks will be.
At first you might feel it unnatural. You may want to work longer than just 25 minutes than take break. But beleive me Pomodoro Technique really works.
5. Getting Things Done
Based on David Allen’s book “Getting Things Done: The Art of Stress-Free Productivity”; it is a productivity system build to get your things done by breaking large projects and goals down into small, specific incremental tasks.
It implies that you should finish all easy task first and then focus on one big task, which is again broken down into smaller sub-tasks.
The only disadvantage I found is that it requires a lot of disciple and habits to be implemented as it only focuses on completing and managing tasks and projects and not managing th distraction such as emails, messages, social media etc.
If you think Getting Things Done (GTD) is the perfect system for you then you can learn more by visiting https://hamberg.no/gtd/.
Kanban is a visual productivity system designed to capture all tasks to be completed on an individual “card” (this can be a digital card in Kanban software like Trello, or something like a sticky note in a physical Kanban system).
As Kanban is the visual system so you can have different color notes (physically or virtually) for different categories or for different projects.
You can prioritize the tasks within their column, with urgent ones at the top and less important or smaller tasks on the bottom.
The arrangement can be anything depending upon your convenience.
Personal Productivity Tools You can use
There are tons of productivity tools that you can use. I will list down a few tools which had helped me and still I am using.
Notion is an all-in workspace where you can write, plan, create workflows, collaborate, and manage your all task.
It is my personal favorite productivity app and I use it for planning my projects, goals, personal habits, and for To-Do list as well.
The things you can do in Noion are limitless and only bound by your imagination.
It is a perfect app for students, entrepreneurs, businessmen, and anyone who wants to manage their life properly.
It is available for both desktop and mobile platforms which helps the user to use it anywhere and on any device.
Evernote is a note-taking app that helps you to organize your digital files.
Its primary focus is note-taking but it had some premade templates for Creative Writing, Goal Tracking, Strategic Planning, to everything.
The editor has a lot of functionality which can help you create any type of template as you like.
But basically it is a note-taking app.
I personally use it for writing my ebooks and novels as I can separately create different notebooks for each of my ebooks and add notes (my chapters) to the required notebook.
It also has features like OCR, web clippers, sharing, different integrations, etc.
It has a free as well as premium plan. And the Evernote Business costs $14.99 per user, per month.
If you are just starting out you can try with the free plan.
Every smartphone comes with the Calendar app.
But my personal favorite is Google Calendar.
It has the basic function for events, management like title, location, description, and option to repeat and other add-on functions like task-list and different calendars for different purposes.
You can create different calendars for Work, Personal, Exercise, etc.
You can color-code them to distinguish between them.
You can also share your calendar with others who use Gcal too, making it a collaborative tool.
I have a post on using calendar for productivity. Do read this to know more in detail.
Trello is an excellent easy to use project management tool in Kanban format.
You can organize your goals, projects, and anything you like in boards and card system. It has a visual appearance that helps in getting things done easily.
It has a mobile version (Trello App) as well as the desktop version.
The free version is enough if you are using it for a personal productivity system. The free version comes with one add-on per board and limited to 10MB of file upload and you can invite 10 people to collaborate.
So if you are starting out give it a shot.
Conclusion: What is your personal Productivity System Like?
These are some of the tips and tools which you can use to create your own personal productivity system.
As I have mentioned earlier that you don’t need to follow each and every tips, methods, and tools to make your personal productivity system. You only need to follow the one which suits your need and move you forward in achieving your goals.
But again you need to work on the same type of technique which brings required result. These are just the few technique which are working for people.