How I Stay Productive – Part 1: The Key Is Knowing What Needs to Get Done

Let me start with this: there is no perfect productivity system. Trust me, I’ve looked. I’m the type who loves finding better, faster ways to do things. While I haven’t discovered one magical method, I’ve learned that using a few simple systems together gives me the structure I need and the freedom to use whatever tools I have at my fingertips.

The systems I use shift depending on the season of life I’m in, the day of the week, and what needs to get done. Sometimes it’s digital tools. Other times, it’s good old pen and paper. And occasionally, it’s sticky notes and sheer willpower. Honestly, it’s the flexibility that makes it work.

But here’s the real secret: the key to getting things done is knowing exactly what needs to get done.

Start With a Brain Dump

When everything feels like too much, or even when it doesn’t, I start with a brain dump. I grab a sheet of paper, open the Notes app, or pull out my iPad, and write down every single thing on my mind. Work tasks, errands, appointments, meal ideas, literally everything.

Then I organize the list. Sometimes I use simple categories like:

• Need to do today

• Okay to do tomorrow

• Need to do this month

Other times, I sort by areas of my life—Family, Work, Words to Live By, Personal, and so on.

No matter how I break it down, the act of getting it all out of my head and onto something I can see, instantly clears my mind and gives me a place to start.

Zoom Out: Monthly View

Next, I look at the big picture. I use a monthly calendar view to track major events, work deadlines, birthdays, school activities, travel. I keep it simple: iCloud and Google Calendars do the job just fine.

During the seasons when all three kids had different activities, color-coded calendars saved us. My husband and I shared one with the whole family. My older two would add in their events, and everyone had at least a basic idea of what was happening when.

Prefer paper? I’ve used and loved this simple monthly calendar.

Zoom In: Weekly Planning on Sundays

On Sundays, I take a closer look at the upcoming week:

• What’s happening each day?

• What workouts am I planning?

• What appointments do I need to prep for?

• Which nights are full of kid activities?

Sometimes I’ll sketch out a basic meal plan, too—just enough to avoid waking up Monday morning already feeling behind. I will share more details about this in an upcoming post.

Daily Planning the Night Before

This is my game-changer: every evening, I spend 10–15 minutes looking at the next day. I review what’s still undone from my weekly list and block out time for what actually needs to get done.

I’ll share my time-blocking method in detail in an upcoming post, but here’s the truth—even if I never look at the calendar again the next day, planning the night before helps me wake up with clarity. I know where I’m going, what I need to do, and roughly how long it’s going to take.

And that, for me, makes all the difference.