{"id":8892,"date":"2019-11-12T11:20:02","date_gmt":"2019-11-12T11:20:02","guid":{"rendered":"https:\/\/staging-mondaycomblog.kinsta.cloud\/?p=8892"},"modified":"2023-10-22T15:06:55","modified_gmt":"2023-10-22T15:06:55","slug":"6-productivity-systems-know","status":"publish","type":"post","link":"https:\/\/monday.com\/blog\/productivity\/6-productivity-systems-know\/","title":{"rendered":"6 Productivity Systems You Should Know"},"content":{"rendered":"

In general, we all want to be more productive. It makes sense: When you\u2019re focused and efficient, you get more done and have more clarity on what it is you\u2019re working towards.<\/p>\n

But productivity doesn\u2019t just happen<\/em> to people. Our brains are easily distracted. That\u2019s why we often require some structure and a systematic approach to help us ensure that best practices stick. Productivity systems are those structures that help individuals and teams work smarter, not harder.<\/p>\n

In this post, we\u2019re looking at some of the best productivity systems you should consider when looking for the one that\u2019s best suited for your needs.<\/p>\n

Get started<\/a><\/p>\n

What are productivity systems?<\/h2>\n

First: Um, what are<\/em> productivity systems anyway?<\/p>\n

Productivity systems are practices, guidelines, or systematic methodologies that help people get things done in an efficient manner. The best productivity systems are structured but flexible and are generally easy to adopt. There are many, many types of productivity systems out there, but the right one for you will depend on your personality, work style, motivators, and habits.<\/p>\n

Why do productivity systems matter?<\/h2>\n

Productivity systems are important because they help keep our attention focused so we can get more done. With attention spans shorter than ever, this has never been more important.<\/p>\n

University of California data<\/a> shows that once you\u2019ve been sidetracked from a task, it takes a whopping 23 minutes on average to get back on task. Yikes.<\/p>\n

While it sounds easy in theory, \u201cI\u2019m going to be more productive today!\u201d isn\u2019t a great strategy for following through on that goal. However, with a system in place, you\u2019ve got a roadmap that will help you execute and stay on task so you get more done in less time.<\/p>\n

Next, let\u2019s look at a few different types of productivity systems and see what people have to say about them.<\/p>\n

6 different productivity systems<\/h2>\n

1. Getting Things Done (GTD)<\/h3>\n

Getting Things Done<\/a> is a productivity system by David Allen, author of the book by the same name. This system starts with a brain dump (to get everything out on the table, or, in this case paper or a computer screen), and then sorting those tasks<\/a> into six different areas of focus: Current actions, current projects, areas of responsibility, 1-2 year goals, 3-5 year goals, and general life goals.<\/p>\n

From there, you can start prioritizing tasks and making real, tangible progress that makes what once seemed like a mountain of to-do list items more manageable and realistic. This is good news, considering data<\/a> that shows employees who feel capable of accomplishing their workload have increased productivity over those who don\u2019t. \u201cGetting Things Done is essential so you don\u2019t get lost in a sea of tasks,\u201d said Phil Janecic, Founder of themindofsteel<\/a>.<\/u><\/p>\n

2. The Daily Trifecta<\/h3>\n

This productivity system focuses on creating a list of three key things you want to get done each day by writing them down the night before. The theory behind this approach is that even if you only get those three things done, the day is a win. It\u2019s a smart approach that keeps you from overloading your to-do list and helps you stay realistic about accomplishing not every<\/em> task, but only those that are most essential.<\/p>\n

\u201cThe Daily Trifecta helps me set clear intentions for each day and identifies the tasks to focus on in the morning, as well as the potential barriers to those tasks.\u201d -Jason Keath, Founder of SocialFresh<\/a><\/p>\n

\"Pomodoro<\/p>\n

 <\/p>\n

3. The Pomodoro Technique\/Time Blocking<\/h3>\n

Both of these productivity systems encourage people to work in short sprints or intervals on a specific task, rather than switching frequently between a variety of things. With the Pomodoro Technique<\/a>, you set a timer for 25 minutes and work without stopping, then take a 5-10 minute break, and repeat.<\/p>\n

Others prefer a more loose version of this approach, which is called time blocking<\/a>. It\u2019s the same idea, but tasks are separated into blocks of time (usually 30-90 minutes each.) This format allows for focused work on a single to-do list item. It makes sense, too: A study<\/a> from FSU showed that productivity and performance are at their peaks during uninterrupted 90-minute intervals. \u201cFor me, I just try to work on a task until my focus wanes. From there, I move onto something else,\u201d said writer Paul Jarvis.<\/p>\n

For others, apps help keep this productivity system top-of-mind. \u201cI use ‘Zen Mode<\/a>‘ on my OnePlus in 40-60 minute time blocks daily, and my productivity skyrockets when I do,\u201d said Sam Lock of CleatSheetApp<\/a>.<\/p>\n

Get started<\/a><\/p>\n

4. Bullet Journaling<\/h3>\n

Bullet journaling<\/a> (called BuJo\u00ae for short) was developed by digital product designer Ryder Carroll<\/a>. Carroll was diagnosed with ADHD and learning disabilities as a young adult, so he had to find new ways to be productive–which is how bullet journaling was born.<\/p>\n

Bullet journaling is essentially a productivity system that serves as a form of mindfulness designed to help people organize their what<\/em><\/strong> while remaining mindful of their why<\/em><\/strong>. There\u2019s a whole system<\/a> and language to this approach that teaches users how to get the most out of the system, which you\u2019ll see in the short video below.<\/p>\n