The Systems I Swear By
Let’s be honest: Life gets hectic. Between meetings, deadlines, texts you meant to reply to three days ago, and that never-ending grocery list, it can feel like you’re one notification away from a breakdown.
Plot twist: you’re not!
But systems save me.
Not rigid schedules or complicated software—just a handful of tools and rituals that create enough structure to keep me grounded and on track.
If you’re looking for ways to make your days feel more manageable (without needing a personal assistant or a second brain), here are the systems I swear by:
1. The Weekly Reset
I carve out 30-45 minutes every Sunday (or Monday morning) to reset.
I review what’s coming up.
I declutter my digital spaces (Inbox. Desktop. Teams.).
I check in with my goals and adjust timelines if needed.
Actionable Step: Set a recurring 45-minute calendar block each week labeled “Reset.” Use it to regroup, realign, and breathe.
2. The Everything Notebook
I tried every fancy app, but nothing beats a simple notebook that houses it all. To-do lists, random ideas, meeting notes, grocery items—it all goes here. It clears my mind and helps me track what matters.
Tip: After noting my growing collection of notebooks, my manager recommended this notebook ★, which gave me unlimited pages and ink—it’s been a total game-changer. The best part? All my notes automatically sync to the cloud.
Actionable Step: Grab a notebook you actually like writing in. Divide it into loose sections or just go freeform—what matters is using it daily.
3. The 3-Task Rule
Every morning, I pick just 3 priorities for the day. Not a massive to-do list, not 12 color-coded tasks—just three. Depending on my task list, I sometimes only choose one priority. If I finish those, I consider the day a win.
Actionable Step: Write down your top 3 tasks before checking your email or messages. Let those guide your day.
4. Digital Anchors
For personal and professional tasks, I keep things clean:
Google Calendar for time blocks & appointments
Trello for long-term planning
Smartsheet for content & business tracking
Actionable Step: Choose just one digital tool to streamline first. Don’t overhaul everything overnight—consistency over complexity.
5. The Boundaries Checklist
Because systems aren’t just about tasks—they’re about protecting your energy.
My boundaries checklist includes:
No meetings before 9 AM or after 3 PM when possible
Silent mode on Saturday
Saying "I'll get back to you" instead of answering on the spot
Actionable Step: Write down 3 boundaries that would protect your peace. Then, practice enforcing just one this week.
Final Thought:
You don’t need to be hyper-organized to feel in control. You just need systems that fit your life. Start small. Choose one tool or practice that resonates. Build from there.
Because when your systems work for you, everything else starts to flow a little easier.
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