Minimal productivity system

11/21 2022

N.B. this post was edited quite heavily since I switched to todotxt from standard CalDAV

I really don't like reading self-help books where the entire book is based around an idea that could be told in a blog post. So, I thought that I'd write down the productivity system that I'm currently using, a system which is the result of years of reading (or in most cases skimming) those kinds of books. It is a minimal system which is based on a simple idea: it should be easy to remember and conceptualize the entire system, it should be easy to actually perform, and the implementation of its technical aspectsshould be simple. The system will be presented two-fold: first is the part about what habits need to change (don't worry, there's only one) and secondly is the part regarding what actually happens when you do the work.

The pillar of this system is based on a very simple idea: write down every task you have to do the moment you realize you have to do it. If it is big, break it down to smaller sub-tasks that can be performed in the span of hours.. This simple habit is incredibly powerful for being so easy to remember, and only incorporating this is 90% of this entire system.

I implement this using todo.txt, synced to both my computer, web (Nextcloud), and android phone. Just a simple txt file. Nothing fancy.

At the start of the day open the todo list and pick one task from the todo list. Sit down and work on that task, and only that task for a period of time. This is the principle of Deep Work (Cal Newport), and the concept is simple: when you work you work. No distractions. Newport suggests using the Pomodoro method as a period of Deep Work. When finished with one task, open the habit list and pick another. Repeat.

I've found that personally I don't benefit from working in static periods of time like the Pomodoro 25/5, I just work dynamically and try to adjust according to whatever task I'm currently working on. Some things are difficult and I can't focus on them for more than 25 minutes, but some are more slow and require less brainpower so I'm able to plow on for an hour or two.

Exactly why this particular system works so well for me is an easy question to answer: it was designed for me. Therefore the best system for you will always be one that is achieved through personal trial and error; however, I never would have come to this system unless I tried other peoples' suggestions. But to answer the question more honestly I think the big reason it works so well for me is because I don't personally have issues with actually doing work, I have issues knowing what work to do and when. There is so much to do, and so little time. There is so much information and keeping it all inside just doesn't work. This system lets me stop thinking about that and just perform [deep] work.

Additional Resources

This post is intentionally very minimal and lacking in detail. If that is required, however, I recommend checking out the following resources: