How to Use Simple Systems to be More Productive
4/22/2016
Systems, as I define them (which is vastly oversimplified from the Wikipedia definition) are structures, simple to complex, which support a particular behavior.
What that means in terms of making your life more productive is this:
a system can simplify and streamline the recurring stuff of your life,
so that you can get it done faster, better, more thoroughly, and more
efficiently.
Imagine getting through those mundane, repetitive tasks in half the
time. Doesn’t that make your inner productivity guru scream “YES!” in a
thousand different languages? (No? I guess that’s just me.)
Essential Parts of a System
A system depends on these three essential parts:
- An end goal: this is either a particular behavior, or the result produced by that behavior.
- Certain actions or steps, generally performed in a particular order.
- The resources needed to complete those actions, which includes any tools, supplies, or equipment, as well the space needed to a) hold the resources and b) do the behavior.
A system works even better when it also includes:
- A defined trigger: an established habit, particular time, or other dependable part of your routine that can trigger you to use the system.
- Planned maintenance: if your system requires consumable resources (such as food or paper), you need a plan to keep those resources stocked. Or your tools or equipment (computer, car) might need updates or maintenance to stay in working order. Planning for this restocking or maintenance keeps your system from collapsing.
How to Build a System
First, decide on an area in your life that is a)
routine/recurring and b) really annoying. I suggest choosing an annoying
area in life, something that you might avoid doing, because you get an
awesome boost from streamlining something you don’t like. Streamlining
something you really do like, on the other hand, is a little
bittersweet: maybe you could spend less time grocery shopping or
researching, but if you really enjoy it, who cares?
Once you’ve chosen an area, define your end goal.
This might be the behavior (for example, doing laundry) or you could
define it as the result of the behavior (having clean clothes for the
whole week).
Then list out the steps you need to take in order to
reach the end goal. Don’t worry about putting them all in order, at
first: just write them all down. Once you’ve put the steps where you can
see them, look through the list and think about how to streamline it.
There is probably some redundancy in how you deal with this area. Maybe
you could combine steps, re-order them so they make more sense, or
eliminate some altogether. As long as you are still reaching the end
goal, you have total freedom to do the steps in any way you choose.
Next, take a look at the resources needed to complete the steps. For each step you take, list the supplies, tools, and/or equipment that you need.
Now comes the systemizing part: choose a space for
both storing the resources needed and performing the behavior. This
might be the same space (the washer and dryer are stored where you do
the laundry, obviously), or it might be different (your gym bag stays in
the car, but you do your work-out in the gym).
Take your streamlined list of steps and print it, hang it, tattoo it,
or otherwise place it in that space so you can refer to it when you are
doing the behavior. The most difficult part of a system is training
yourself to use it. Put in that work, though, and you will benefit so
much: saved time, fewer decisions, fewer hassles, more productivity.
Create a trigger for the system by setting an alarm, writing it in
your planner, putting it on your schedule, linking it up with an
existing habit, or tying it to a reward you really want. If you want to
start exercising, for example, link it with your commute home from work:
you’re going to go home, so go to the gym on your way. Or tie it to a
reward: I really want to binge-watch Gilmore Girls after a long day of
writing, so I do… while I’m walking on my treadmill.
If your system needs maintenance, estimate how often and put that
maintenance into your schedule. Treat it like any appointment, which is
to say: show up and do what needs to be done. If you don’t maintain your
system, it will quit working, and you will lose all those benefits.
Don’t do that to yourself.
How could you use simple systems in your life? What recurring task or
routine area would you love to simplify and streamline, so you have
more time to spend on the good stuff? Tell us in the comments section
below!
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