My Productivity Setup

Having a solid productivity setup is essential. Over the years, I’ve experimented with various tools, strategies, and methodologies to keep my life somewhat organised. Or at least give me the illusion of having everything under control.

What I’ve found most effective is a tailored approach that uses different tools for different contexts. This way, context switching becomes smoother, and I can stay focused on the task at hand, regardless of which funny hat I’m wearing at the moment.

Here’s a peek into my productivity toolkit and how I use each tool to streamline different aspects of my life:

Todoist: My Brain Dump for Simplicity

Todoist is my go-to for capturing those quick thoughts and tasks that pop up throughout the day. Whether it’s a reminder to pick up groceries, schedule a dentist appointment, or follow up on an email, Todoist is where I offload these small, yet important, tasks. Think of it as an extension of my brain — when something comes to mind, I quickly cut it from my head and paste it into Todoist.

I use it for a mix of ad-hoc and recurring tasks across all areas of my life: personal to-dos, family errands, and even work-related tasks that don’t require a deep dive. By keeping things simple in Todoist, I ensure that I don’t get bogged down by details. The goal is to have a clear, actionable list of tasks that can be quickly knocked out, keeping my day moving forward.

Trello: Mapping Out Family Projects and Long-Term Goals

When it comes to family life and personal projects, Trello is my tool of choice. Kanban is perfect for tracking long-term goals and projects that involve multiple steps or people. For instance, planning a family holiday, organising DIY projects, or even tracking our progress towards a significant financial goal — all these live in Trello and are shared across the family.

I can see the big picture at a glance, break down projects into manageable tasks, and collaborate with family members easily. It’s the perfect tool for ensuring that our long-term plans stay on track, without feeling overwhelming. Happy days!

Linear: Navigating Work Projects and Roadmaps

When it comes to work, particularly in the tech world, having a robust project management tool is non-negotiable. For this, I rely on Linear. It’s where I manage all my work-related projects, from issue tracking to development sprints and product roadmaps.

Linear’s clean and intuitive interface makes it easy to stay on top of tasks, track progress, and ensure that nothing falls through the cracks. It’s particularly invaluable for managing more complex projects that require a high level of detail and collaboration across teams. With Linear, I can stay organised, prioritise effectively, and keep my focus on delivering results.

To be fair, I’ve worked with all sorts of project management tools. I even got along with JIRA. It did the job, and while sometimes it was slow to use and not very intuitive, I didn’t completely hate it. But Linear’s keyboard-first design and UI is way ahead of any other software available right now.

Why This System Works for Me

The key to my productivity system’s success is its flexibility. Each tool serves a distinct purpose and fits into the broader context of my life. By compartmentalising my tasks and projects, I can switch between different roles. Whether it’s being a parent, a project manager, or just me — without feeling overwhelmed or disorganised.

This approach not only helps me maintain clarity but also enhances my efficiency. I know exactly where to go when I need to manage different aspects of my life, and that clarity reduces the mental load that often comes with trying to juggle everything at once.

In a world where multitasking is often glorified, I’ve found peace and productivity in this system that respects the boundaries between different areas of my life. By using the right tools for the right contexts, I can focus on what truly matters in each moment, without the clutter of everything else weighing me down.