8 Best Productivity Systems

Productivity systems are helpful guidelines, practices, and methodologies that assist people in working efficiently and boosting their productivity.

Ultimately, the best systems are structured but flexible, making them easy to use across various disciplines. If you’re ready to boost your productivity, adopt one of these renowned productivity systems.

Best Productivity Systems

1. Getting Things Done (GTD) Method

The GTD method is a personal productivity system that will help you refine how you approach getting things done.

We’ll explain the five steps to help you better understand this methodology and how it can benefit your productivity.

Step 1: Capture

Firstly, you must capture anything on your mind, regardless of how small or important it is. You’ll need a collection tool to gather your thoughts.

Many services like Todoist help you use the GTD method.

Step 2: Clarify

You’ll now need to process your captured thoughts and turn them into actionable steps.

If an item is actionable, you’ll need to decide your next action. However, it may be a project if more than one action is required.

If something is not actionable, put it on hold or reference it. 

Step 3: Organize

You’ll now need to organize your thoughts. During this step, you’ll be adding items to your calendar, filing away reference material, sorting out your tasks, and delegating projects to others. 

Step 4: Reflect

Once you’ve organized your list, you must regularly revise and update your lists, projects, and calendar. You should also check up on delegated projects and tasks. 

Step 5: Engage

Finally, you must engage with your work and complete important tasks and projects.

This is the stage of the Getting Things Done method where the hard work gets done.

However, using this system can systematically boost your productivity to get more things done.

Getting Things Done

2. Pomodoro Sessions

The Pomodoro Technique is a renowned and widely used time management system that helps you work in focused intervals to boost your productivity.

This method involves breaking your work into 25-minute sessions, separated by short breaks. Each 25-minute work session is referred to as one Pomodoro, Italian for tomato.

While many online tools help you use this method, all people need to get started is a timer and some tasks to complete.

You can even use a YouTube video like the one below as a timer.

Once you’ve chosen a task to complete, set your timer for 25 minutes and start working on your task.

After your first Pomodoro, take a 5-minute break before completing three more Pomodoros. You’ve now earned a longer 30-minute break.

3. Eisenhower Matrix

The Eisenhower Matrix is a productivity system designed by former president Dwight D. Eisenhower to help prioritize your tasks by their urgency and importance.

Due to this, the method is also referred to as an Urgent-Important Matrix.

To use this system, you need to prioritize your tasks into four quadrants, which will determine how you approach tasks.

However, some online tools and the best to-do list apps can help you use this system.

Let’s discuss the four quadrants and how to prioritize your tasks.

First Quadrant: Urgent And Important (Do First)

Any urgent and important tasks should be placed in the first quadrant.

These are tasks that require your immediate attention and should be done first.

Second Quadrant: Important But Not Urgent (Schedule)

Tasks and to-do list items that are important but not urgent should be placed in the second quadrant.

These tasks do not have a strict deadline but will help you achieve your goal. You should schedule these tasks for later.

Third Quadrant: Urgent But Not Important (Delegate)

Any of your tasks and to-do list items that are urgent/time-sensitive but not important can be categorized into the third quadrant.

Generally, these tasks do not help you achieve your long-term goals. Due to this, you should delegate these tasks where possible.

Quadrant Four: Not Important Or Urgent (Don’t Do)

Tasks that are not important or urgent should be placed in the fourth quadrant.

These tasks are not pressing and will not help you achieve your goals.

Due to this, these tasks can generally be deleted from your calendar or schedule.

4. Single Tasking

Single-tasking, which is also referred to as monotasking, is when you dedicate yourself to one task. Essentially, single-tasking is the opposite of multitasking.

Using this method, you should minimize distractions while working on the task. This productivity system is based on the belief that doing less is more.

Many scientific studies have revealed how harmful multitasking can be. When we multitask, we split our brain, causing it to switch between different activities.

These studies revealed that those who multitask are worse at switching between different tasks when compared to those who use a single-tasking approach.

A Man Focused Working On A Laptop

5. Task Batching

Task batching uses a similar approach to single-tasking, which we discussed above.

However, instead of focusing on a single task at a time, you’ll be working on similar assignments and completing them together.

Task batching refers to the system of combining smaller tasks and assignments to complete simultaneously.

Ultimately, task batching can help you complete tasks more effectively. Instead of working on these tasks throughout the day, you can finish your work in focused sessions.

People who batch tasks increase their focus and productivity. To use this method, you should expand your to-do list into small, actionable tasks.

You can then categorize your tasks based on the function involved with completing the task. Doing this will allow you to batch tasks to ease your overall workload.

Once you’ve categorized your tasks, you’ll need to organize your calendar and schedule by adding batched tasks.

6. Time Blocking

Time blocking is a simple productivity system that helps users regain control of their working days.

This time management system entails dividing your day into blocks of time, with each block dedicated to completing a specific task or group of tasks.

This method helps ensure you remain productive by avoiding a never-ending to-do list you’ll get to eventually.

Ultimately, the key to time blocking is prioritizing your to-do list before your week starts, which helps you plan.

Task batching, which we discussed above, is a variation of time blocking. Once you’ve adopted the time-blocking method, you’ll realize how much time is wasted throughout the working day.

7. Kanban Boards

Kanban boards are a widely-used project management tool that helps users visualize their work to boost productivity.

Essentially, these boards help team members manage their workflow in an effective, visual manner.

This method divides tasks into three columns: Requested, In Progress, and Completed. These represent tasks in different stages of your workflow.

Each task will be represented by a Kanban card, which includes valuable information about the task, its current status, the deadline, to whom it’s assigned, and other helpful details.

The most basic type of Kanban board is using sticky notes on a board to move tasks between stages.

However, many apps help users create detailed digital Kanban boards.

8. Don’t Break The Chain

Don’t Break The Chain (a.k.a. the Seinfeld method) is a helpful yet simple productivity system.

Basically, this method entails using a calendar to track your tasks and projects. You can assign these tasks on different days.

As you complete tasks, you can cross out the day with an X. After a couple of days; you’ll have a chain of X’s.

Ultimately, the goal of this method is to not break the chain.

David Woutersen

Article by

David Woutersen

David is the founder of Outofthe925.com and has been in the social media industry since 2017. Since then, his mission has been to help others take control of their online presence. For some, this has been earning an income online; for others, it's teaching how to use social networks more effectively. And each year, he continues to help millions with strategy, troubleshooting, and inspiration.

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