My 2025 Productivity System

2025-01-14

I bounce around tools a lot trying to keep my life organized. Everywhere I look, the tasks I need to get done just keep multiplying. I've probably tried dozens of apps by now over the years. I really liked Notion, but didn't like the lack of portability for my data. Logseq was fun but keeping things synced was hard. Obsidian was close to what I wanted, but ultimately the freedom to endlessly tweak the system made it more of a distraction to me.

Then came 2024 and my life getting exponentially more difficult in an emotional way and all these systems I crafted crumbled. When life was going fine, my executive function skills could keep up with multi-step processes or deal with some friction in the system. But just when I needed these systems the most to keep me afloat and make sure the essentials are getting done they failed. Or I failed, depending on your point of view.

What did keep me getting stuff done? The index card in my pocket.

Since then, my paper system has evolved and that's what I want to take a moment to record in this post. But unlike other options, I can toss aside the extra's in this system at anytime and go back to what I can depend on... a simple list on an index card.

The index card

I have three varieties of index cards in my system.

• The capture card or inbox
• Project cards
• Reference cards

I keep all of these in a little index card holder in my pocket or purse. This is similar to the Hipster PDA[1]. Here is a peak at my inbox card, where I jot down tasks or notes as I get them, and a reference card which is this month's calendar so I can see what dates I have appointments scheduled

[2]

Similar to the Getting Things Done system, GTD, my inbox card captures whatever I come across. Periodically throughout the day I cross off things that take less than two minutes (and do them) and at the end of the day the rest of the items are transferred to projects cards, other reference cards, or put as notes on slips of paper (more on that below).

Project cards are the cornerstone of my system and each active project has its own card that is stored in my holder. I currently have around 20 that I'm carrying around. When a project is done I put it in storage if I think I might need to reference in the future otherwise I recycle it.

When I create a project card I brainstorm the tasks I think I need to do. Then I highlight the "Next Action" I need to take and the color it is highlighted corresponds to the context that task needs. I cross out tasks as I complete them and before I put the card away for the day I make sure I have another action highlighted for the next time I circle around to it.

[3]

Reference cards I tend to keep on a graph paper index card and contain information I want to reference. Monthly calendars or larger projects that will take more than six weeks are things I'll normally write up a reference card for. As an example here are my six week homeschooling reference cards for the kids and one I put together for work. So when I'm homeschooling, I have the homeschooling reference cards on hand and when I'm working... the work one.

[4]

Now, I tend to view projects as things done at a discrete point in time. For instance, changing my HVAC filters is something that must be done and redone on a schedule. So "change HVAC filters in January" is a project in my system and I'll make a project card for it. However, the reoccurring reminder to do it is not a project and I needed somewhere to store that and be sure to rediscover that reminder when I needed it.

Keeping organized - a tickler file

Now I've been familiar with 43 folders or a tickler file system[5] since I read the post on Analog Office . I just never used one since... one, I was mostly using apps and two, they don't tend to be portable. If I was going to break free of the apps I needed something portable.

In December 2024 inspiration struck and I crafted my own tickler file. One that was small, portable, and fit in my purse. I took an old Tomoe River A6 planner I wasn't using and some washi tape I had on hand and went to crafting. I doubled up the pages and taped them together making slightly more than 43 pouches. Tomoe River paper is thin which helps keep this whole thing portable. The A6 size means that my 3x5 index cards fit right inside. Plus it folds open flat and I can use the outside of the pouches to put sticky notes.

{{< collection "Tickler File" >}}

I have a pouch for each day and monthly ones in the back. My reference cards, slips of papers with notes and reminders, all live in this pouch. At the beginning of the month I distribute all the slips of paper it collected to the dates they need to go. If they repeat, I keep that info on the paper and move it along as needed. This method of rotating out reoccurring cards is a lifesaver for all those home-based tasks that I need to keep in mind. Changing filters in the fish tank, car maintenance, you name it. I make a slip of paper and move them along.

[6]One thing I did discover, is that I need to use thin paper to keep the tickler file from getting too big. I just tore apart an old Hobonichi journal, with Tomoe River paper, I never used and cut the paper to fit instead of using thicker index cards for everything.

Using the system

I wake up, make coffee and grab my tickler file. I open it up to today's date and pull out whatever slips of paper it contains and glance at the sticky notes. I put aside what I feel like I can handle that day and move the rest to tomorrows folder. Then I pull out my index card holder and look through my projects cards. Anything new I think of I jot down on my inbox card as well as a tentative plan of attack for the day. Then I get to work.

My inbox index card is right there for when an email comes in or I get a Teams message. I have it in my pocket when homeschooling the kids so I can jot down a random supply I need to pick up. I bring it to work meetings. If I need to go somewhere, everything fits in my purse. In fact, my tickler file fits in my A6 planner cover that has card slots and a small mesh holder for my highlighters... so it often is my purse when I'm out and about.

At the end of the day I spend about 15 minutes sorting slips back into the ticker file or creating project cards or updating reference cards.

It's been a long time since I felt so in control of my tasks across all facets of my life 😊🗃️

=^..^=   =^..^=   =^..^=    =^..^=    =^..^=    =^..^=    =^..^=

You can always strike up a conversation if you would like, You should try:

Yours truly, Loura 👩‍🚀