Productivity Systems
How I’m Rebuilding My Productivity System With AI (and Keeping It Simple)
After burning out on a bloated tech stack, I rebuilt my productivity system from the ground up—leaning on GTD, Pomodoro, and a quiet AI teammate that keeps me focused on what matters.
“Productivity should feel like momentum, not maintenance. I rebuilt my system so the basics stay sharp and AI fills in the friction.”
Why I Needed a Reset
The moment I realized my system was running me instead of the other way around.
A few months ago, “productivity” became a costume for busyness. I was hopping between tools, juggling tasks, and mistaking motion for progress. My notes were scattered everywhere, and my task list felt more like a graveyard than a roadmap.
The turning point came when I finally asked myself the uncomfortable question: Does my system make it easier to focus on what matters—or harder? Anything that didn’t make the cut was removed. Apps, workflows, clever shortcuts. I kept only what passed that filter.
That reset cleared space to build again, this time intentionally—and with AI playing a supporting role rather than stealing the show.
The Backbone of My New System
Ten practices that compound when they stay simple and consistent.
The system works because it’s boring on purpose. I didn’t reinvent GTD, Pomodoro, or the Eisenhower Matrix—I just integrated them into one loop. Here’s the exact backbone I run every week:
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Capture Everything
Every thought, task, email, or stray idea lands in one trusted spot—usually Todoist or my notebook. The moment it’s captured, my brain is free to focus on execution.
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Clarify Daily
Each morning, I scan the inbox: do it, delegate it, defer it, or delete it. Clarity beats volume.
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Prioritize Ruthlessly
The Eisenhower Matrix filters my list. Urgent and important items ship first. Busywork gets cut before it reaches my calendar.
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Batch Similar Tasks
I group emails, meetings, and admin work. Fewer context switches means more flow.
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Time-Block With Pomodoro
Ninety-minute deep work blocks, broken into 25/5 Pomodoros, keep me in rhythm without burning out.
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Define Clear Next Actions
Vague tasks stall momentum. I write “draft email to client” instead of “work on project” so I always know the next step.
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Weekly Review (Sundays)
Every Sunday, I reset: calendar, goals, open loops. Monday starts clean.
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Limit Distractions
Notifications stay off during focus blocks. Website blockers stand guard when needed. If it doesn’t help me focus, it’s gone.
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Delegate and Automate
AI handles repetitive tasks—meeting summaries, email drafts, tagging action items. Delegation stopped feeling heavy.
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Reflect Daily
Five minutes every night to record what worked and what didn’t. The system gets sharper one reflection at a time.
Where AI Fits In
AI acts like a quiet teammate that removes friction instead of adding noise.
The biggest shift was reframing AI as a silent partner, not a shiny toy. It doesn’t replace the fundamentals—it reinforces them.
- Drafts follow-ups so I never burn minutes staring at a blank cursor.
- Suggests next actions whenever a task reads vague or oversized.
- Automates micro-workflows like tagging tasks, prepping meeting agendas, or surfacing past notes.
Think of it like having a coach who never gets tired of repeating the basics. My job is to run the play. AI makes sure the ball is always in my hands when it matters.
Final Thoughts: Systems Should Breathe
Momentum comes from tiny steps taken consistently—not from complicated dashboards.
Productivity systems aren’t monuments—they’re living things. They breathe with you. The foundation stays simple: capture, clarify, prioritize, batch, block, reflect. Everything else flexes as life changes.
If your current setup feels overwhelming, don’t build something brand new overnight. Try one 90-minute deep work block tomorrow. Reflect at night. Repeat. Tiny steps compound into real momentum—that’s been my reset.