Why you can't just “stick to a system”
+ how to build your own systems toolkit
For my 29th birthday, I asked my dad for a power drill.
I think he was surprised, maybe even a little tickled. Even though I come from a family of resourceful people, people who know their way around a toolshed, I used to joke that it skipped a generation with me. Mostly because I’ve always had a mom and dad who could fix it for me…also because I’m clumsy and afraid of sharp objects.
However, when I was living back at my parent’s house during the pandemic, I started to see the value in knowing which tools to use when. I also used a power drill for the first time and thought, Damn, how cool is this?! They were not kidding around when they put the word ‘power’ in the name.
There is no perfect method
Recently, I had a Mindful Systems client tell me one of their goals for our 1:1 work was to pick a system and stick to it.
I understand the desire, whole-heartedly. And, I explained why I don’t recommend that way of thinking.
Creating new routines can feel overwhelming and impossible, especially if we’re in the mindset of needing to create the perfect system — one that must be followed daily in order for it to work. The reality is, there are way too many factors to consider…
…what happens if I wake up cranky?
…if someone says something kinda “off” at a meeting and it derails my day?
…if I forgot to take my meds the past two days?
…if I’m in a rougher phase of my menstrual cycle?
…if I’m hit by a wave of grief or unexpected stress?
Can one productivity method or system really work through all of those circumstances?
I personally don’t think so.
I believe productivity methods are meant to make our lives easier. And because we’re complex humans with varying needs, circumstances, hormones, emotions, etc., it’s important to identify many systems that work for us, not just one.
With my one-on-one clients, I say we’re building a systems toolkit.
Because sometimes, I need a wrench. Other times, I need a screw driver. And sometimes I need that little L-shaped thing that comes with build-it-yourself furniture... I’ve kept each one I’ve ever been given and now have roughly 20 of them in my toolbox for absolutely no reason.
I don’t assume a hammer is going to be useful for every single home-improvement project. I choose the right tools based on what’s needed in the moment (and after calling my mom and dad, or consulting Google, to double-check it’s the right one for the job).
How to Build Your Own Toolkit
The first step to building a systems toolkit is giving yourself permission NOT to do the same thing every day. For example, there are seasons when I use Habatica every single day for habit tracking. Then there are seasons when I put it on pause and use something else (currently trying out
’s Habit Tracker and loving it so far).Allow yourself the space to miss days in your planner. Try the Pomodoro method every time you remember it exists.
And then take inventory of what practices have actually worked for you in the past, even if you haven’t done them in a while. Here’s some of what’s in my toolkit:
When I’m feeling particularly overwhelmed, I like to use a combination of the following:
I like to write things down in an undated planner (here’s the one I’ve been using lately) or a random notebook/Post-It.
I use the Chill Prioritization Matrix. More on that method here:
I add buffer “blocks” in between meetings, or mark myself as busy so no one books anything else on my calendar.
I ignore email and just focus on what needs to get done today.
When I’m feeling fatigued/low energy, I like to use a combination of the following:
I take down random notes and tasks in Google Keep to reference/assign a due date later on.
I use Grain to transcribe my meetings so I don’t have to worry about taking detailed notes.
I take a long lunch / give myself a little treat like listening to a podcast or watching a show while I eat.
I refer back to by cycle to see if there’s a hormonal reason to scale back on some of my commitments/recalibrate my to-do list. Learn more about that here:
I categorize my tasks by low and high energy. More on that here:
When I’m lacking motivation or find myself procrastinating, I like to use a combination of the following:
I join a 50-minute session in Groove so I can work alongside people virtually.
I go to a coffee shop with a short list of things I need to get done in a longer timeframe.
I go for a walk / do some movement to get my body and brain warmed up.
I used to feel guilty if I wasn’t joining a Groove every day, or if I missed my Tuesday coffee shop time, or hadn’t used my Chill Prioritization method as frequently as I used to. But once I took the pressure off the consistency in which I do these things, and started reaching for them only when I needed them, I began building a toolkit that could support me through thick and thin.
I say this with all the love and compassion in my heart…simply “being more disciplined” is not always the most realistic or helpful option when it comes to productivity, especially for those of us with ‘squiggly’ or creative brains.
You can kick yourself for missing two months of writing in your planner and then throw it away. OR you can say, Hey, writing things down in my planner today feels supportive. I’m going to do that regardless of how often I’ve used it so far this year.
Start making a list of these different practices so you can reference them next time you’re feeling stuck or like your systems aren’t working for you right now.
Need help identifying and implementing a useful set of tools that can meet you where you are, when you need them most? Reach out to see if Mindful Systems consulting is right for you: https://www.typec-creative.com/contact
Peace, love and power drills,
Andrea