Developing a Personal Productivity System

I've tried the fancy productivity systems, but here's what works: This 3x5 notecard... Each evening, I sit down at my desk and write down the 3-5 highest impact to-dos for the following day. These are the "important" tasks that directly contribute to my long-term projects or goals. The list is pure—I specifically avoid writing down all of the miscellaneous urgent and unimportant to-dos (more on that later). In the morning, I sit down at my desk for my first focus work block and start at the top of the list, working my way down and crossing off the important items as I get through them. My primary goal is to cross each item off the list by the end of the day. I am intentionally conservative in the number of items I write on the list. It's usually 3, sometimes 4, and very rarely 5. I never want to end the day with open items, so being conservative helps me accomplish that (and get the extra rush from getting through more than I expected). As I go through the day, I stole an idea from Marc Andreessen to use the back of the card to write down and cross off any minor to-dos that I complete (the urgent or unimportant tasks that are not welcome on the front of the card). The process of writing and crossing off an item on the back of the card is a further boost of momentum, so I find it to be a worthwhile exercise. My notecard productivity system is painfully simple, but it's grounded in five powerful realizations: 1. 15 minutes of prep in the evening is worth hours the next morning. By setting out your priority tasks the night before, you eliminate any friction from having to decide what to work on. You hit the ground sprinting. 2. Important > Urgent. By tackling the important to start the day, you guarantee progress against the big picture projects and goals. If my day went to hell after that morning focus block (which it sometimes does with a 1-year-old at home!), it would be ok, because I know I've gotten through much of my important work. 3. Momentum is everything. Crossing important items off your list to start the day immediately creates a winning feeling that you keep with you. Success begets success. 4. Simple is beautiful. If you're spending time thinking about your productivity system, you're studying for the wrong test. That's movement for the sake of movement. You should be focused on progress. 5. Find what works for you. It used to stress me out that I didn't have a beautiful productivity system that would impress others. Then I realized that whatever works for me is the best productivity system. Identify how you operate and find the system that works for you. To get started, just buy a stack of simple 3x5 notecards and give it a shot. If you've ever been overwhelmed by productivity systems and advice, this is an approach to try. Follow me Sahil Bloom for more ideas like this in the future and join 800,000+ others who get these in my weekly newsletter: https://lnkd.in/esGsF85Q

Claude Skills turns AI into a teammate that already knows how you work. Here’s how to use it to save 30–40 minutes on recurring tasks. Most people still use AI like a search engine. Prompt → answer → context disappears → repeat. Which means every task starts from zero. You re-explain: ↳ your role ↳ your tone ↳ your formatting preferences ↳ your constraints ↳ your workflow Claude Skills removes that friction. Instead of re-briefing the model every time, you encode the instructions once  and Claude loads them automatically when the task appears again. That turns AI from a tool into something closer to operational infrastructure. Here’s the simple structure behind every Skill: Role Who Claude is in this context. Rules What to do, what to avoid, tone, formatting, standards. Trigger The phrase or task that automatically loads the Skill. Once written well, the model already understands the job before you even start prompting. A practical way to start: Build Skills for the tasks you repeat every week. Examples: Writing Skill Role: LinkedIn editor Rules: concise, structured, actionable, no fluff Trigger: “Write a LinkedIn post” Research Skill Role: industry analyst Rules: summarize trends, cite sources, highlight implications Trigger: “Research / analyze” Meeting Skill Role: chief of staff Rules: extract decisions, action items, owners, risks Trigger: “Summarize meeting” Each one eliminates repeated prompting. Setup takes about 10 minutes. But you can reuse the Skill hundreds of times. The important shift is this: The AI advantage does not come from better prompts. It comes from designing reusable thinking systems. ↳ writing frameworks ↳ research workflows ↳ analysis checklists Once encoded properly, they become persistent intelligence. That’s how individuals begin building what companies are trying to build at scale: an AI operating layer around their work. Prompting helps. But workflow design creates the real leverage. 🔁 Repost if this helped clarify how to turn AI into a system, not just a tool. ➕ Follow Gabriel Millien for practical insights on AI execution and building real leverage with AI. Image credit: Chris Donnelly

𝗗𝗶𝘀𝗰𝗶𝗽𝗹𝗶𝗻𝗲 𝗜𝘀𝗻’𝘁 𝗔𝗯𝗼𝘂𝘁 𝗪𝗶𝗹𝗹𝗽𝗼𝘄𝗲𝗿 — 𝗜𝘁’𝘀 𝗔𝗯𝗼𝘂𝘁 𝗦𝘆𝘀𝘁𝗲𝗺𝘀 (𝗮𝗻𝗱 𝗧𝗵𝗲𝘀𝗲 𝟱 𝗔𝗽𝗽𝘀 𝗛𝗲𝗹𝗽 𝗠𝗲 𝗦𝘁𝗮𝘆 𝗦𝗮𝗻𝗲) Being a working professional means juggling deadlines, goals, and “I’ll do it tomorrow” habits that never get done. For the longest time, I blamed myself for not being consistent. Then I realized — it wasn’t a discipline issue. It was a system design problem. Here are 5 apps I use daily to stick to my personal and professional goals — and actually follow through 👇 🔹 𝙉𝙤𝙩𝙞𝙤𝙣 – 𝙈𝙮 𝙨𝙚𝙘𝙤𝙣𝙙 𝙗𝙧𝙖𝙞𝙣 From planning weekly content to tracking goals to journaling lessons learned, Notion is where I think clearly. Bonus: I use a “Weekly Wins” tracker to log even small progress — momentum > motivation. 🔹 𝙃𝙖𝙗𝙞𝙩𝙞𝙘𝙖 – 𝘽𝙚𝙘𝙖𝙪𝙨𝙚 𝙜𝙖𝙢𝙞𝙛𝙮𝙞𝙣𝙜 𝙝𝙖𝙗𝙞𝙩𝙨 𝙬𝙤𝙧𝙠𝙨 It turns habit-building into a role-playing game. Yes, I get XP for drinking water and finishing my reading goals. 📌 Tiny dopamine hits = consistent behavior change. Works like magic. 🔹 𝙂𝙤𝙤𝙜𝙡𝙚 𝘾𝙖𝙡𝙚𝙣𝙙𝙖𝙧 – 𝙈𝙮 𝙖𝙘𝙘𝙤𝙪𝙣𝙩𝙖𝙗𝙞𝙡𝙞𝙩𝙮 𝙢𝙞𝙧𝙧𝙤𝙧 I don’t just use it for meetings. I block time for reading, breaks, deep work, even errands. If it’s not on the calendar, it’s not real. 🔹 𝙁𝙤𝙧𝙚𝙨𝙩 – 𝘼𝙣𝙩𝙞-𝙨𝙘𝙧𝙤𝙡𝙡 + 𝙛𝙤𝙘𝙪𝙨 𝙗𝙤𝙤𝙨𝙩𝙚𝙧 Plant a tree. Stay off your phone. Sounds silly — but watching a digital tree die because I opened Instagram? Genuinely painful. And yes, I’ve built real focus blocks using it. 🔹 𝙏𝙞𝙘𝙠𝙏𝙞𝙘𝙠 – 𝙁𝙤𝙧 𝙩𝙤-𝙙𝙤𝙨 𝙄’𝙡𝙡 𝙖𝙘𝙩𝙪𝙖𝙡𝙡𝙮 𝙙𝙤 Simple, clean, and perfect for daily and recurring tasks. I group tasks by energy levels — so even on tired days, I still tick off 2–3 quick wins. 💡 Productivity isn’t about doing more. It’s about making what matters easier to do. And tools don’t replace discipline — they reduce friction so your habits can stick. #ProductivityTools #WorkingProfessional #HabitsThatStick #DisciplineByDesign #SystemsOverWillpower #CareerGrowth

A few years ago, I stumbled upon the concept of "Building a Second Brain" by Tiago Forte, and it transformed how I manage my personal knowledge. As someone deeply immersed in FP&A and financial modeling, organizing information and insights has always been crucial. However, it wasn't until I adopted this methodology that I truly realized its potential. Tiago Forte’s approach to personal knowledge management (PKM) is about capturing, organizing, and retrieving information efficiently. It’s like having a second brain that holds everything you learn and experience, ready to be accessed whenever needed. For me, this was a game-changer. I chose Notion as my tool for building my second brain. Its flexibility and integration capabilities made it the perfect choice. I can create databases, notes, and projects all in one place, seamlessly linking everything together. This system allows me to manage my professional and personal knowledge in a structured yet intuitive manner. Implementing this methodology has had a profound impact on my life. Here are a few ways it has helped me: ➡️Increased Productivity: With all my information organized, I spend less time searching for what I need and more time actually doing the work. ➡️Better Decision Making: Having a well-structured repository of knowledge means I can make informed decisions quickly. ➡️Continuous Learning: My second brain is a living system that grows with me. Every new piece of information gets captured and connected to existing knowledge, enhancing my learning process. If there’s one piece of advice I can give, it’s to start managing your knowledge as early as possible in your career. Whether you’re a finance professional, a student, or in any other field, having a personal knowledge management system will be invaluable. It’s not just about storing information; it’s about creating a system that supports your growth and productivity. Getting Started 1️⃣ Choose Your Tool: Find a tool that works for you. Notion is my personal favorite, but there are many others like Evernote, Roam Research, or even simple digital notebooks. 2️⃣ Capture Everything: Start by capturing all your thoughts, ideas, notes, and insights. Don’t worry about organizing them perfectly at first. 3️⃣ Organize Regularly: Make it a habit to review and organize your captured information. Create categories, tags, and links to connect related pieces of knowledge. 4️⃣ Review and Reflect: Regularly review your knowledge base. Reflect on what you’ve learned and how it applies to your current projects and goals. Building a second brain has been one of the most rewarding practices I've adopted. It’s not just a system for managing information; it’s a way to enhance your personal and professional life. I'm always open to talk about this, so if you want to know more about how I do it, let me know.

When you need to get advice, where do you turn? Having a good network can expand your reach and opportunities, but there are times when you need a core team—people who will actively support your personal and professional development. They’ll keep you grounded, challenge your thinking, help you see blind spots, fill gaps where you lack expertise, push you to grow, and celebrate your wins along the way. A well-rounded team can be a game-changer. Here are some key roles to consider: 𝗧𝗵𝗲 𝗠𝗲𝗻𝘁𝗼𝗿: Someone ahead of you who provides wisdom, guidance, and lessons from experience. 𝗧𝗵𝗲 𝗖𝗼𝗮𝗰𝗵: The person who helps you develop specific skills, offering structured guidance and accountability. 𝗧𝗵𝗲 𝗖𝗼𝗻𝗻𝗲𝗰𝘁𝗼𝗿: A natural networker who introduces you to key people and opportunities. 𝗧𝗵𝗲 𝗖𝗵𝗮𝗹𝗹𝗲𝗻𝗴𝗲𝗿: The friend or colleague who plays devil’s advocate, pushing you to think critically and refine your ideas. 𝗧𝗵𝗲 𝗖𝗼𝗹𝗹𝗮𝗯𝗼𝗿𝗮𝘁𝗼𝗿: The peer who works alongside you on projects, bringing complementary skills. 𝗧𝗵𝗲 𝗖𝗵𝗲𝗲𝗿𝗹𝗲𝗮𝗱𝗲𝗿: Your family or friends who provide emotional support, celebrating your wins and encouraging you through setbacks. 𝗧𝗵𝗲 𝗣𝗿𝗼𝘁𝗲𝗴𝗲: Someone you mentor in return, strengthening your leadership skills, and from whom you can also learn.   Do you have that core team? Do they fit different molds than the ones on this list?

I've read all the top books on Productivity, so you don't have to. Here is what I learnt: All the advice on productivity boils down to 3 things: 1. Prioritization 2. Focus, & 3. Delegation. 1. Ruthlessly prioritize your to-do list. I have found the "Eisenhower matrix" as a great tool for this. Remember 👉🏽 "You can do anything but not everything." 2. Ability to Focus in the most important skill in this century. We are constantly bombarded with news, Instagram reels, shorts, gossips, and content from all over the place. Short form content like reels and shorts is making it worse. A few systems I've found helpful for keeping the focus. a. Shift from to do list to Calendar blocking: If it's not in my calendar, its not getting done. Scheduling meetings with myself to get things done. b. Plan focus sessions: Find your high energy slots during the day, and plan them well in advance with clear work and outcomes. c. Removing distractions: Keep phone away. Keep a notebook with you to write anything that bothers your mind, so that you can get back to it once the focus session is over. (Indistractable by Nir Eyal is a must-read here). d. Use pomodoro: Use any free tool for this, vary length according to your work and style, and make sure to do a reflection at the end of the day to see how many pomodoros you've completed. e. Follow the 2-minute rule: Your mind gives you a lot of resistance before you start a task. Once you know what you need to do, just tell yourself to do it for initial 2 mins to reduce the stakes & resistance for the mind. Most of the times you will find yourself extending the sessions well beyond 2 mins. If you learn to focus, you will be miles ahead of most people in this distracted world. 3. The third pillar is the ability to delegate. If you know how to delegate the right work to the right people, you will unlock immense opportunities for growth for yourself. For right delegation you need to have clarity of what you want, how can you enable the other person, & how you can reduce the chances of last minute surprises (bad quality work and delays). Recommended readings: "Who not How" & "Buy back your time" (Dan Martell). Implementing these strategies has significantly improved my productivity and work-life balance. Here are some additional tips to consider: - Regular reviews: Weekly and monthly reviews help maintain focus on long-term goals (But Keep them as short as 15 mins). - Self-care: Prioritize sleep, exercise, and mental health for sustained productivity - Flexibility: Be willing to adjust your systems as needed. - Have a purpose: Humans aren't machine, and the pursuit of productivity might get toxic quickly. Have a purpose behind your pursuit of productivity, which will push you in the right direction. Remember 👉🏽 "Purpose over Progress" The most common thing in the world is an average person with immense potential. I hope these tips help you unlock your potential 🚀 #productivity #balance

Success can be isolating - but what if the cure for loneliness lies not in being less ambitious, dimming your light, or settling below your potential, but in connecting with others just as driven as you? We continue from our post yesterday, addressing women in leadership who identify as successful, yet feeling lonely or alone in their leadership journey. Now, for many women leaders, the pressures of leadership can create barriers to meaningful connections. However, research shows that support networks both within and outside of work are powerful antidotes to this isolation. Building these intentional connections provides the emotional support, authentic relationships, shared experiences, and practical support that help women leaders not just survive, but truly thrive. Fostering these networks can be a game-changer for you as a woman in leadership. Research from Harvard Business Review reveals that women in senior leadership roles often find it difficult to form genuine peer networks within their organizations. Thus, it becomes harder to find the emotional safety needed to discuss the unique pressures you face. Intentional networking with other women in leadership, both inside and outside of the organization, is crucial. These networks don’t just provide career advancement opportunities, but they create a space for shared experiences, where women can openly discuss challenges, strategies, and successes without fear of judgment. This area is personal to me because it was part of my experience as a senior leader. I had a couple of false starts as I began looking for help. The initial people I reached out to and ask for support were not able to grasp what it was that I was looking for. That was really disappointing. However, the need was still there. I continued to search and explore possible spaces I could fit in as well as peers who could relate with what I was going through. Step by step out of my comfort zone led me to a thriving support community that continues to this day. Research from HBR shows that leaders who have strong support networks experience higher resilience, better decision-making, and increased job satisfaction, all of which enhance both personal well-being and professional performance. Building a support network isn’t just a way to cope with loneliness. It is a pathway to more fulfilling and impactful leadership. When women leaders invest in authentic connections with friends, peers, mentors, and coaches, they open doors to shared wisdom, mutual encouragement, and new perspectives that empower them to lead with confidence. A supportive network essential for women leaders who want to thrive, inspire others, and create lasting change. Do you have a support network in place? Or, are you searching for one? #leadership #africa #leadershipdevelopment #professionalwomen #personaldevelopment

The protocol-maxxers will NEVER admit this, but most productivity systems eventually fail. Especially for those of us with neurodivergent brains. (As someone with ADHD, I've abandoned more productivity "solutions" than I can count.) The problem isn't you. It's the assumption that there's ONE perfect system. Your outlier brain craves novelty. That's why the same approach that fired you up last month feels like pulling teeth today. The meta-strategy that changed everything for me? Tactical rotation. Instead of forcing myself into a rigid system designed for neurotypical minds, I've embraced my brain's need for change: → Notebook for deep strategy work when I need to connect big ideas → Voice memos when walking sparks my creativity → Post-its for make-or-break priorities (visible but disposable) → Whiteboard sessions for team alignment (the physical movement helps) → Index cards for creative blocks (the tactile experience breaks mental loops) This isn't just preference—it's neuroscience. Our dopamine response diminishes with repetition but resets with novelty. The goal is to create and alternate between systems as unique as you are. Being an outlier means the conventional paths won't always work for you. And that's your advantage—not your flaw. What weird productivity hack has unexpectedly worked for your ambitious brain? PS - if you’re looking to double down on your outlier mindset, you might like my 7 day email series Rebuilding Conviction https://lnkd.in/eapC8d79

Many artists wait for the perfect moment. Professionals build systems that create moments. Inspiration starts the work. Systems sustain it. Mason Currey analyzed 161 great artists in "Daily Rituals." The pattern was unmistakable: most worked in solitude for 3-4 hours, usually first thing in the morning. Not when they felt inspired. When the system demanded it. Here's the framework that separates lasting artists from fading ones: 1. Systems create consistency Stephen King writes every morning. Taylor Swift journals song ideas daily. Miles Davis practiced at the same time each day. They didn't wait for the mood to strike. They made the mood routine. A creative system is just a schedule that respects your craft. Your move: Pick one time. Show up there every day. 2. Systems remove friction When you know your process, you stop wasting energy deciding how to begin. Prince kept his studio always ready. Everything plugged in. He could move from idea to finished track in minutes. That's how he made hundreds of songs. Research from PMC (2018) shows decision-making ability decreases after multiple choices. Every "should I start?" decision drains your battery. Your move: Prepare your workspace once. Use it repeatedly. Remove every obstacle between you and starting. 3. Systems make space for growth Structure doesn't limit creativity. It protects it. Agnes Martin followed the same grid pattern for decades. Inside that structure, she found infinite variation. When you automate the basics, you have more room to explore. That's what systems do: give you freedom through repetition. Your move: Pick one simple constraint. Explore inside it for a month. 4. Systems protect your peak creative hours Israeli parole judges granted significantly more parole in morning sessions than afternoon ones. Your creative decisions follow the same pattern. Every decision drains that battery. Systems preserve energy for what matters: the work itself. When you produce with checklists, templates, and deadlines, it may sound rigid. But it keeps you creative when discipline forgets. Your move: Schedule creation like a meeting. Honor it like one. Art may come from chaos. But it thrives on structure. Build your system. Then let it carry you when inspiration won't. ♻️ Share this with someone building their craft 🔔 Follow Kabir Sehgal for creative insights