Most productivity “systems” are like those fancy kitchen gadgets you buy in a moment of inspiration (or social media influence)—used twice, then banished to the back of the drawer. If you’ve ever tried a bullet journal (this was a fail for me!), a color-coded Google Calendar (I still use this every day!), or a complicated app (let’s not even talk about this one) and still felt like you were spinning your wheels, you’re not alone. The truth? Productivity isn’t about finding the perfect tool. It’s about building a system that fits your life, your brain, and your actual schedule (not the fantasy version).

Think about it: Which fitness program is best for you? The one you will actually do consistently. Which diet is right for you? The one you will actually stick to. Should I get a gym membership? Only if you’re going to use it. This edition is your no-nonsense guide to creating a personal productivity system that you’ll actually use—one that flexes with your real life and helps you get sh*t done (without losing your mind).

Why Most Productivity Systems Fail (and How to Avoid the Trap)

Raise your hand if you’ve ever fallen for a system that promised to “change your life in 30 days.” 🙋 (I’ve even paid good money for these!) The problem isn’t you—it’s the one-size-fits-all approach. Productivity is personal. What works for your favorite influencer might drive you bananas. The key is to design a system around your habits, responsibilities, and energy levels. Here’s what most people get wrong:

* Overcomplicating things (hello, 17-step morning routine)

* Copy-pasting someone else’s method without adapting it

* Ignoring your own natural rhythms (are you a night owl pretending to be an early bird?)

* Forgetting to review and tweak the system as your life changes

Step 1: Audit Your Reality

Before you build anything, you need a clear-eyed look at how you actually spend your time. For one week, jot down your daily activities—work, family, content creation, doom-scrolling, all of it. Don’t judge, just observe.

Pro tip: Use your phone’s screen time report and your calendar history for a reality check. Don’t forget to consider all the different calendars you use, and all the different screens or devices.

Step 2: Identify Your Non-Negotiables

What has to happen each week, no matter what? For me, that’s managing my full-time job and a side-gig, meetings and appointments, spending time with my daughter, getting in some exercise, and, yes, feeding myself something other than protein bars. These are your anchors. Everything else is built around them.

Step 3: Choose (and Limit) Your Tools

Pick ONE calendar, ONE task manager, and ONE place for notes. I know, the lure of shiny new apps is strong, but trust me—simplicity is your friend. I personally use:

* Google Calendar for scheduling personal stuff

* Outlook for work stuff

* I track tasks in those same calendars (ask me for my system on that!)

* And I combine it all with the reMarkable Paper Pro tablet for everything I used to do on paper (planner, infinite notebook, writing, reading, filing, etc.) and as a highly effective focus tool.

Remember: The best tool is the one you’ll actually use.

Step 4: Set Up Simple Routines

Routines aren’t just for morning people. Even a 5-minute daily check-in can keep you on track. Try this:

* Weekly Review: Sunday night, glance at your week ahead. What’s coming up? What needs prep?

* Daily Top 3: Each morning, pick your 3 must-do tasks and do them first. If everything else falls apart, these are your wins.

* Evening Reset: Tidy up your workspace and brain—close tabs, jot down lingering thoughts, prep for tomorrow.

Step 5: Make It Visual (and Fun)

Productivity shouldn’t feel like punishment. Use color-coding, stickers, or a digital dashboard that brings you joy. I’m not above rewarding myself with a fancy coffee (or a nap) for sticking to my plan.

Step 6: Embrace Imperfection & Iterate

Spoiler: You will fall off the wagon sometimes. Life happens. The magic is in getting back on, tweaking what didn’t work, and celebrating small wins. Your system should evolve with you—not the other way around.

Real Talk: My Personal System in Action

Here’s how I personally stay Productive AF:

* Google/Outlook Calendar: Non-negotiables, deadlines, meetings, appointments, and task time blocks

* Weekly Planning Session: 20 minutes on Sunday evening or Monday morning with a warm beverage and noise-cancelling headphones

* Flexible To-Do List: I keep it digital and on my calendars (using color coding and formatting), but I pair that with my reMarkable Paper Pro to force me to focus on the most important activities that will drive my goals forward today

* Templates: Canva for content and visuals and reMarkable is full of productivity templates. Plus, I am in the process of designing my own productivity templates - stay tuned! Because consistency is queen (or king).

* Backups: iCloud, OneDrive, and Google Drive, so I never lose my stuff

Is it perfect? Not even close. But it’s mine, it’s constantly evolving — and it works (most days).

Your Turn: Build Your Own System

Ready to build a productivity system that actually sticks? Start with the steps above. Tweak, test, and make it yours. And don’t forget—progress beats perfection every time.

Do you need a deeper dive on any of the tools I mentioned? Let me know and we’ll focus a future newsletter on those. What’s your biggest productivity struggle? What has worked for you? Hit reply and let me know—I love reading your stories, and your feedback shapes future editions.

Stay Productive (and a little bit AF),

Jenn Fast

P.S. Want more tips, templates, and behind-the-scenes chaos? Make sure you’re following Productive AF on your social media of choice, and my podcast on Substack. And if you found this helpful, forward it to a friend who needs a productivity pick-me-up!

This is a public episode. If you would like to discuss this with other subscribers or get access to bonus episodes, visit itsjennfast.substack.com