The 2 Essential Tools That Drive My Productivity
The key to a simple yet powerful productivity system can often be found in mastering just two basic tools (technically, it could be just one).
Professionals are constantly generating a high volume of thoughts, ideas, strategies, and solutions. Most are forgotten right away, some remembered briefly, but only few make a lasting impact.
The sheer number of available tools, both online and offline, used for tracking, organizing, and following up on these potential breakthroughs can be overwhelming and confusing.
Where do you begin?
Of course, we all have the basic tools needed to run our day-to-day operations.
Among the essential tools I use daily are Notion, Outlook, Dropbox, and Google Docs, along with many others.
But there are two simple tools that are game-changers and absolutely essential:
A timer
iPhone Notes
Both are available on the iPhone.
These tools are essential for helping me optimize my time and capturing the timing of those fleeting moments of inspiration.
⌛Time
Your time is precious.
Once it’s gone, you can never get it back.
That is why I believe the use of a timer or stopwatch is imperative.
A timer can be your personal time management tool and accountability partner.
It helps you value your time and stay on track.
Timers can be a great tool for boosting productivity, for example …
Timeboxing - Timers help you allocate specific time blocks for tasks. This prevents tasks from dragging on and helps you stay focused.
The Pomodoro Technique - This popular method uses a timer to break work into focused 25-minute intervals, separated by short breaks. It can improve concentration and prevent burnout.
Overcoming procrastination - Setting a timer for even a short period can make starting a daunting task less intimidating.
Prioritizing tasks - Timers help you stick to a schedule and ensure you dedicate enough time to your most important tasks.
Reducing distractions - Knowing you only have a set amount of time can discourage you from getting sidetracked.
Tracking progress - Timers can help you gauge how long tasks actually take, allowing you to plan more realistically in the future.
There are two ways I use my timer:
To beat procrastination, I like to use use the "five-minute rule." I commit to just five minutes to get started, and I frequently find myself working much longer once I'm focused. Before I know it, I've often worked for an hour or more.
To stay motivated and productive, I'll set a goal, start the timer, and dedicate my full attention to the task on hand.
Once done, I feel a great sense of accomplishment and that great hit of dopamine.
⏱️Timing
The timing of things are often spontaneous and fleeting.
Capture a thought or memory, or it could be lost forever.
I found the best way to do this is through Apple Notes.
Apple Notes is my go-to tool for capturing thoughts because it's so simple and intuitive to use.
But don't let the simplicity fool you – it's packed with features like rich text formatting, checklists, image insertion, document scanning, and real-time collaboration.
My best ideas often strike me in unexpected moments.
Sometimes, even the wildest, most illogical dreams can blossom into a creative idea.
I've also been inspired with clever insights while jogging, in the shower, and at church. I can't recall how many times I've had a brilliant idea or solved a problem effortlessly, only to forget it later.
Those moments of inspiration, creativity, brainstorming, and visionary ideas are unscheduled and fleeting. For that reason, I keep my iPhone outside the shower, next to my bed, have it on me while I exercise, and virtually everywhere else.
The Beatles, perhaps the greatest songwriters of all time, often found inspiration in unexpected moments and places:
A hotel room (“She Loves You”)
A boating trip (“Octupuses’ Garden”)
A walk in the garden on a sunny day (“Here Comes The Sun”)
Reminiscing about the old days (“In My Life”)
Awakening from a dream (“Let It Be”)
Or a desperate cry out for help (“Help”)
Inspiration can hit us at anytime from anywhere.
The Beatles didn't have iPhones to record their inspiration, but they always had pen and paper on hand.
✅ Key Takeaways
Developing a personalized productivity system is crucial for success.
It helps you to prioritize and focus on the most important tasks, avoid distractions, and make the most of your time.
This can lead to improved performance at work, better grades in school, and a greater sense of control over your life.
Ultimately, any productivity tool is only as good as the person using it.
Even the most advanced and feature-rich productivity tool is useless if the person using it doesn't know how to use it effectively or doesn't have the discipline to use it consistently.
Many people are unaware of the diverse ways tools like Apple Notes can be helpful..
At home - Grocery lists, to-do lists, journaling, recipe collection.
At work - Meeting minutes, project planning, client notes, brainstorming.
At school - Taking lecture notes, organizing research, creating study guides.
How does your productivity system work for you?
😎 Cool Video Resources
Apple Notes: the ONLY notes app you NEED
12 Incredible Apple Notes Features You Didn’t Know About
Master Apple Notes: 10 Hacks for Ultimate Productivity!
Have a great weekend!
- Mike
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