If Your Goal is Consistency, Effort Isn’t Enough. Do this instead.

Hey mate!

This newsletter is part of a series where I share four essential systems that have helped me overcome chaos and overwhelm.

In this newsletter, you’ll learn:

• How the absence of a system can lead to stress and inefficiency.

• Why having a solid system simplify your life.

• How to create your own system. We’ll use the practical example of my “System for Never Forgetting Anything.”

Let’s begin.

It sucks.

You put in the effort, work long hours, but somehow the results just aren’t there.

Without systems, productivity becomes a constant struggle.

It’s like trying to build a house without a blueprint—you’re working hard, but you don’t have clear direction.

The more you push, the more disorganized things seem.

It’s exhausting, and progress feels painfully slow.

Newsflash: time and effort aren’t enough.

Imagine digging a hole with a spoon instead of using a shovel.

Sure, you’re working hard, but it’s far from efficient.

Systems are the shovels—they streamline your process, saving you time and energy.

Without them, you’re repeating the same mistakes, wasting hours on tasks that could be automated or simplified.

Over time, this erodes your productivity and leads to burnout.

You’re not just forgetting tasks—you’re losing opportunities and trust.

So, what’s the solution?

Systems.

Systems are the backbone of true productivity.

Systems provide structure, clear guidelines, and a roadmap to follow.

No more relying on effort alone.

With a system, every action has purpose.

You’re guided step by step toward your goal, minimizing distractions, and eliminating unnecessary detours.

It’s not just about working hard—it’s about working smart.

Once you embrace systems, everything shifts.

You’ll find yourself more organized, less stressed, and way more productive.

Tasks become manageable.

Your mind is clearer.

You start focusing on the big picture.

Systems turn overwhelm into confidence and chaos into clarity.

With this in mind, it’s time to get practical.

You’re probably wondering, “How do I actually create these systems?”

Great question!

Let’s dive into the steps that will guide you through building your own systems.

I’ll use my own experience on how I made the “System for Never Forgetting Anything” as an example to make it all clear.

Let’s get started.

Step 1: Identify the Core Problem or Need

Start with clarity.

What’s the specific challenge or pain point you’re trying to solve?

Systems work best when they target a precise problem.

Think of the daily frustrations you face—the areas where things slip through the cracks.

My example:

In my case, I was constantly forgetting tasks, ideas, or appointments.

My mind was overloaded.

Important details were slipping through the cracks, and I needed a way to capture them reliably.

That was my core problem: I needed a system to capture every thought and task as soon as it surfaced.

Step 2: Break Down the Process

Once you’ve identified the problem, the next step is to break it down.

Look at the core activities involved and ask yourself: what steps need to happen for this system to work?

List them out.

For example, are there tasks that occur daily? Or only when something pops up?

Understanding the flow of actions will help you build a structure.

My example:

For me, the solution was clear.

First, I needed a way to capture every thought the moment it came up.

Second, I needed to centralize everything I captured in one reliable place—so I could always find it later.

And finally, I needed a routine to review those thoughts regularly to ensure nothing was missed.

Step 3: Choose Your Tools

Now, it’s time to choose the tools that will support your system.

It’s important to pick tools that are simple, accessible, and aligned with how you naturally work.

Too often, people overcomplicate their systems with fancy tools they never stick with.

Your goal is consistency, so keep it simple.

My example:

For me, I chose Notion.

I could capture tasks on my phone, laptop, or tablet—wherever I was.

It became my central inbox for everything, whether it was a random idea I had during the day or a task I needed to complete later.

The key was having one tool that handled everything in one place.

Step 4: Automate or Standardize Where Possible

If you can automate, do it.

Automating repetitive tasks saves you time and mental energy.

If automation isn’t an option, standardize the process by creating routines that you can follow without much thought.

The more routine and automation, the less room for error.

My example:

In my case, I automated reminders to check my inbox in Notion every morning and evening.

This way, I didn’t need to remember to remember.

Step 5: Test and Adjust

No system is perfect out of the gate.

Test it, see where it works, and where it doesn’t.

Be flexible.

If something doesn’t fit your workflow or adds complexity, change it.

Systems are meant to simplify, not create more work.

Step 6: Maintain and Review

Building the system is only half the battle. Maintenance is key.

Systems fail when they’re neglected, so schedule time to review and adjust as you go.

Daily or weekly reviews keep your system sharp and ensure that you’re always in control.

My example:

I’ve made it a habit to check my inbox every evening.

This daily review lets me clear out tasks, shift priorities, and set myself up for tomorrow.

This simple practice keeps my system running smoothly and ensures I never lose track of what’s important.

By following these six steps, I built my System for Never Forgetting Anything.

I no longer worry about missing tasks or ideas—they’re all captured, centralized, and prioritized.

And now, you have the blueprint to build your own system, no matter the challenge you're facing.

Let’s recap:

• Identify the problem you want to solve.

• Break down the process into actionable steps.

• Choose the right tools—keep them simple.

• Automate or standardize as much as you can.

• Test and adjust until the system fits your workflow.

• Maintain and review to keep the system effective over time.

Start small.

Tackle one problem, build your system, and see how much lighter your day becomes.

Thanks for reading!

In next week’s email, I’ll share with you my 7-year-old custom-tailored system.

If you’ve ever felt overwhelmed by an endless to-do list, this is for you.

P.S

When you’re ready, there are a few ways I can help:

• Book a 1-on-1 productivity strategy call with me (free). Schedule here.

• Get a personalized weekly plan (free). I’ll help you make a weekly plan so help you achieve your goals faster.

• Read my recent post about Dan Koe on Threads