Systems may sound like the least sexy topic ever, but honestly, they can be life changing if you give them a chance. I’m excited to write about them today! And that’s saying something, because I’ve tried so many times to get my routines in order and until recently have had little luck.
Not all systems have to be boring (though some might be, that’s adulting). And you don’t have to systemize everything, but know that you can if you want to.
Most articles about creating systems probably include something about automation: set it and forget it. While that can be useful in some cases like with finances (though I do like to be more hands on with mine), I won’t be delving into that here because we’ve heard all about that already. Right?
To me, systemizing is about taking the time now to setup simple routines (and reusable checklists) and make one-time decisions that will guide you moving forward so that every time something comes up it’s not like reinventing the wheel and you’re wondering what to do next.
A Capture System
Confession time! Two things about me: my memory leaves a lot to be desired; and sometimes (often) I’m guilty of wanting to try the latest app or productivity hack to get and keep myself organized. But next thing I know I have a complicated, and convoluted, system that I’ve cobbled together, and I struggle to actually use it (or remember how I’m supposed to use it) and just end up with a pile of discarded attempts at being organized. Ugh.
The truth is, you really only need one tool. I came to this conclusion the long way around, but I finally made it. Phew!
You can use a notebook or an app. Ideally, just one and ideally something self contained (not a pile of Post-it notes or scraps of papers, but that’s fine if that works for you). The idea is to know exactly where to go when you want to add something or reference something on your list.
I have been using Todoist, which was part of one of my convoluted setups a short while ago and now is my holy grail. I use it to capture random one off tasks I think of, and also to have recurring tasks come up on certain dates of the month or days of the week (this is a feature I just discovered recently and it has allowed me to streamline so much—LOVE it).
I also set up widgets on my Home Screen for “Today” which shows me the next three tasks on my list (including past due items), and another one to add new items to my “Inbox.” At least once a week, during my weekly reset (spoiler: resets are another way I systemize, see below), I go through the items I added to my inbox and sort and/or schedule accordingly. Having this one place makes it so much easier to capture things I randomly think of, and to know where to look for those things when I want to evaluate or tackle them later.
Regular Resets
To me, resets include chores, errands, administrative tasks and even personal self care things that you want or need to do on repeat. They can be weekly, monthly, quarterly, even annually! Whatever rhythm makes sense for the task.
Weekly
I have been trying to implement a weekly routine for quite some time, and only recently has it really taken hold. Originally I did it as a Sunday Reset, influenced by all the productivity girlies on YouTube. But it got to be too much to pack into a single day, and when a holiday falls on Sunday (think Easter or Mother’s Day), I’d fail because I wouldn’t prioritize getting things done on Saturday, and then nothing would get checked off.
So now I have my list split into Saturday and Sunday tasks (though I can dip into either one on either day if the spirit moves me). I keep the list in my Notes app. I like their checklist feature where completed items move to the bottom of the list, but don’t disappear. I also like that next week I’ll see what didn’t get checked off and can be prioritized.
Ideally I’d do everything every week, but I allow myself 20% margin which comes out to about 6 items I can skip.
I annotate my list to prioritize what to do: tasks that I must do each week (highlighted in red), tasks to be done as needed (italicized), and if I skipped it the previous week to prioritize it this week (bold and blue).
Monthly, Quarterly, etc.
Some reset tasks aren’t needed EVERY week. So instead of using up some of my skippable task spots, I created a monthly reset list—that, you guessed it, I tackle once a month. I’m just doing this for the first time this month and so far so good.
On my list: check inventory of my auto ship subscriptions (and delay or move up if needed), change HVAC filter, set goals and setup credit card payments and additional savings transfers (I do automate most of my savings, investing and regular bill payments), calculate net worth, run clean cycle on washer, vacuum lint trap in dryer, vacuum the stairs, wash makeup brushes, and give myself a pedicure!
I don’t have anything on my Quarterly Reset list yet, but if you read my reflection on spring cleaning HERE, I did toy with the idea of doing deep cleaning more frequently. So that might go on my list. And same for Annual. This is all a work in progress.
Focus + Formulas
There was a time when I tried to time block nearly every hour of the weekend. But it wasn’t sustainable. Or fun. I would rebel, even if I included periods of rest.
Now I take a different approach. Kind of a mix between having a daily focus (or a couple) to guide my tasks, and using a formula for the day but without strict timelines.
Focus
When I’m not doing tasks on my reset list, I try to theme my weekend days. This could also work for any day of the week. Essentially you’re deciding once (a Lazy Genius principle, you can check out the LG philosophy HERE if you’re not familiar with it) for what you’re going to do and when.
Now this doesn’t work every week, sometimes plans come up that prevent all of the themed time blocks, or maybe you just don’t feel like doing it, but that’s the beauty of it, it’s flexible—you won’t get in trouble for breaking any rules. You created them after all! For me, it’s just meant to give some structure to the days so that more of my goal oriented tasks fit into my life on a regular basis. It’s a system, if you will.
Saturdays are for Art, Action (Steps toward achieving goals) and Adventure! And Sundays are for Resetting (the bigger resets like cleaning, food prep, planning the week), Rest and Reflection.
Formula
My formulas are not very formal. I just try to alternate doing something productive (a priority) with doing something fun. Something passive (sitting down), with something active (requiring physical exertion).
If I’m in the mood, I’ll listen to a podcast or audio book while I’m doing something physical that doesn’t need my full brain capacity. Or sometimes I’ll do a relatively easy activity while I sit watching a YouTube video. This is the extent of my formula. Of course, you can expand on this and make it your own.
These systems can be implemented in all areas of life: at work, with family and friends, during the week (I revisit my weekly reset list on Wednesday if I didn’t do the 80% requirement on the weekend), etc. I find that having some structure is beneficial, otherwise I’d just veg my life away. It makes my days run much more smoothly, and that is the reason I stick to these practices consistently. Futre me is grateful, and future you will thank you too!
Do you use systems?
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