How to Build Your Ultimate Productivity System

Summary

The video discusses building a productivity system to help organize your life efficiently. It outlines three 'layers' - the Ron layer for basic life organization (calendar, email, to-do lists, file management), the Hermione layer for consuming content (Kindle, read-later apps, note-taking), and the Dumbledore layer for making connections and building a 'second brain'. The goal is to reduce stress by offloading tasks to a trusted system so your brain doesn't get overwhelmed trying to remember everything.

Takeaways

• 😀 A productivity system helps you use your time intentionally and effectively by offloading tasks from your brain
• 📆 Having a calendar is crucial for remembering commitments and blocking out focused time
• 📥 An email system like 'one touch to inbox zero' helps process emails efficiently
• 📝 A to-do list captures all your tasks so you don't forget things
• 🗂 File management systems like Google Drive provide easy access to all your documents
• 📚 Tools like Kindle and Readwise help capture highlights and insights from books
• 🔖 Instapaper lets you save articles to read later when you have more time
• 📒 Note-taking apps capture random ideas and thoughts for future reference
• 🧠 Building a 'second brain' makes connections between ideas for creativity
• ⚙️ Apps like Todoist, Fantastical, and Roam help implement these systems

Q & A

What are the three types of tasks that our brains handle?

Type 1 tasks are things our brains do best like creativity, enjoyment, relaxation, etc. Type 2 tasks are things our brains can do but systems can handle more efficiently like keeping track of tasks and calendars. Type 3 tasks are things systems should handle like remembering phone numbers and birthdays.

What are the four components of the 'Ron' layer of a productivity system?

The four components are: 1) A calendar, 2) An email management system, 3) A to-do list, 4) A file management system.

What is the 'one touch to inbox zero' system?

It's an email management approach where every email touches your inbox only once. It either goes to your calendar, task manager, note taking app, or read it later app, and then you archive the email.

What app does the author use for capturing tasks and to-do lists?

The author uses Todoist for capturing all tasks and maintaining his to-do lists across devices.

What is the purpose of the 'Hermione' layer of the productivity system?

The Hermione layer contains optional modules for people who consume a lot of media. It helps capture insights and information from books, podcasts, articles etc. so those insights aren't forgotten later.

What are the four components of the Hermione layer?

The four components are: 1) The Kindle app for reading and highlighting books 2) A read it later app like Instapaper 3) An app called Readwise 4) A notes capture app like Apple Notes.

How does the author find interesting articles and content to read?

The author subscribes to various email newsletters, especially Morning Brew, which surfaces interesting business, finance and tech articles. He shares good articles to his read it later app.

What is the purpose of building a 'second brain'?

Building a second brain using apps like Roam Research helps you make connections between ideas and information. It acts like a thought partner for creativity rather than just passively storing information.

What are some benefits of having a solid productivity system?

Benefits include reduced stress and anxiety, prevention of burnout, having to remember fewer things, increased efficiency, and being more intentional with how you spend your time.

What app might the author consider switching to from Roam Research?

The author mentions he might switch to using Obsidian for building his second brain instead of Roam Research.