Systems Design
We’ve all been there—staring at the endless to-do list, juggling way too much, feeling like the day disappeared and we still didn’t touch what actually matters. It’s so easy to get caught in that loop. But what’s helped me break out of it—again and again—is designing systems that actually work for me, not against me.
I’m not talking about overcomplicating things. I’m talking about building simple, intentional workflows that cut the friction and create space—space to think, space to move, space to show up for the work that fuels you.
Good systems do more than keep you organized. They give you clarity. They reduce overwhelm. They help you stop reacting and start choosing. They act as your north star.
And when they’re built right, they don’t kill creativity—they make room for it. That’s the goal. Less noise. More flow. Real progress on the stuff that actually matters.
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Designing Scalable Workflows for Productivity
I have always be fascinated with creating systems that help me with efficiency in both my work and life. From organizing my film equipment to developing a project management platform in Airtable, I find this process cathartic.
At the heart of effective productivity is the ability to design scalable workflows—processes that can grow with you and adapt to your needs. Efficiency doesn’t mean cutting corners; it’s about optimizing the way we do things so that we can achieve more with less effort. Here are a few strategies to start designing your own scalable workflows:
Identify Repeatable Tasks: The first step is recognizing tasks that you perform frequently—whether it’s answering emails, project management, or content creation. These are prime candidates for systematization. Once you recognize them, look for ways to automate or batch similar tasks together.
Remove Bottlenecks: Are there points in your process where things get slowed down? Maybe it’s waiting for approvals, doing repetitive work manually, or struggling to find the right resources. By identifying bottlenecks, you can create systems that minimize delays and free up time for more important tasks.
Leverage Automation Tools: Tools like Zapier, Notion, and Airtable can save hours by automating tasks such as scheduling, data entry, or even project updates. You can set up workflows that trigger actions automatically, so you don’t have to worry about remembering every small task.
Proactive vs. Reactive Workflows: One of the most critical distinctions in workflow design is the difference between being proactive and reactive. Proactive systems set things up so that you’re prepared for tasks ahead of time—whether that’s batching content creation, pre-scheduling meetings, or organizing resources before a project begins. Reactive systems often involve putting out fires, which increases stress and decreases productivity.
Mental Systems: Designing a Mindset for Growth
While workflows and productivity tools are essential, mental systems are just as important. The way we think about our work, manage our focus, and handle mental clutter impacts how we perform on a daily basis. Here are a few strategies to design a mindset that nurtures both creativity and productivity:
Cognitive Load Management: Mental clutter is one of the main obstacles to focus. The more things we try to keep in our head, the more energy it takes to perform even simple tasks. By offloading our thoughts into systems—whether it’s a project management tool, a simple to-do list, or a habit tracker—we can free up mental space for deeper thinking and creativity.
Rituals & Habits: A strong mental system includes rituals that center you, whether it’s a morning routine, journaling before work, or a few minutes of mindfulness. These rituals help create a foundation of calm and focus, allowing you to approach your day with clarity.
Energy & Focus: Just like physical fitness, mental fitness requires regular practice. Mindset training such as reframing negative thoughts, practicing gratitude, or using cognitive-behavioral techniques to manage stress can help maintain focus and productivity. It’s not just about working harder, but about working smarter and sustaining that energy for long-term growth.
Real-World Applications: Lessons from Personal Experience
Personal experience is one of the best teachers when it comes to systemizing your life. For example, in my own journey as a filmmaker, I learned that pre-production is crucial for creativity. Initially, I would jump straight into a project, allowing myself to be distracted by every little detail as it came up. Over time, I realized that a better system involved creating a structured pre-production checklist and timeline—things like budget tracking, talent scheduling, and gear checklists. This not only saved me time but also gave me more creative space during the production phase because I wasn’t scrambling to manage logistics.
Similarly, in my work as a writer and content creator, I found that having a solid content pipeline helped me avoid the dreaded blank page. I now have a content planning system that includes a content calendar, batch writing days, and automatic scheduling for posts. This allows me to focus more on the quality of my ideas and the creative process, rather than feeling pressured by deadlines.
Actionable Steps: How to Build Systems That Work for You
Creating systems isn’t a one-size-fits-all approach, but there are steps you can take to start building systems that will improve your workflow:
Audit Your Current Process: Take time to examine your current workflow. Where do you lose time or energy? Which tasks do you find most draining? Start with the most inefficient areas and break them down into manageable chunks.
Prioritize Automation & Delegation: Identify tasks that can either be automated or delegated. Tools like Zapier can connect apps and automate processes, while Outsourcing or delegating less critical tasks can free up your time for more important work.
Create a Framework That Balances Flexibility: While systems should reduce friction, they shouldn’t be so rigid that they limit creativity or spontaneity. Design systems that are flexible, allowing room for adaptation as new challenges arise or opportunities present themselves.
Test, Refine & Adapt: No system is perfect from the start. Set aside time to test your systems, refine them, and adapt as necessary. The process of iteration and continual improvement will keep your systems relevant and effective as your needs evolve.
Systems as a Path to Freedom
The right systems don’t just improve efficiency—they create space for meaningful work. When systems are designed thoughtfully, they enable you to focus on the things that matter, reduce decision fatigue, and clear the mental clutter that prevents you from being your best self. A well-structured system allows you to do the work you’re passionate about with greater ease and more clarity.
Start small: pick one area of your life or business that feels overwhelming and experiment with a new system. You’ll quickly see that systems don’t just help you get more done—they help you thrive.
In this post, we’ll explore how to build systems that optimize both work and mindset, ensuring that your time, energy, and focus are used intentionally.