Was I the First Person to Invent This Task Productivity Method?
This system is surprisingly simple and helps me with my Work-Life Balance
It’s Thomas, writing about one of my favorite topics: Productivity.
It’s the beginning of a new year, and like many of you, I’ve been thinking about ways to get a little better, a little more intentional, and a little less overwhelmed. As a parent, a partner, and someone running a business, life feels like a constant juggling act.
I’ve tried it all—apps like Asana and Trello, spreadsheets and Airtable, endless physical to-do lists (Julia’s favorite). Yet, for personal task management, none of these methods gave me what I needed. I’d constantly find myself doing the easiest or “funnest” task first, while the most important ones—like the tasks that actually moved the needle—sat untouched. Sound familiar?
So, I decided to create my own productivity system. It’s simple, it’s visual, and it might just be the thing that helps you juggle it all—without dropping the ball on what matters most.
Fun fact: This exact process helped us organize our thoughts and bring this Substack to life.
The Problem with Productivity Systems
Before creating this method, I kept running into the same issues:
Prioritizing the easy over the important. Without a clear system, I’d gravitate toward quick wins or urgent tasks rather than the ones that moved the needle long-term. Writing this post, for instance, might have sat untouched while I checked off smaller, less impactful tasks.
The blur between work and life. Working from home as a parent means constantly switching between roles. There’s no clean line between work tasks, personal errands, and family priorities.
The pull of distractions. Digital tools may be powerful, but they’re also behind a screen filled with opportunities to procrastinate. A quick glance at my inbox or an Instagram notification could derail me for 15 minutes.
I needed a system that kept everything visible, helped me compartmentalize my day, and provided clarity on what mattered most.
How I Created My Productivity System
1. The Tools: Post-It Notes and a Board
My system is built around simplicity. I use a cookbook stand as my board and color-coded Post-It notes:
One color for work tasks.
One for personal tasks.
One for research or ideas.
The research category has been especially helpful. Throughout the day, I’ll have ideas or questions pop into my head—“What’s a good productivity method?” or “What’s the best way to book travel with miles?” Without a system, I’d dive into these distractions immediately. But by jotting them down as tasks, I can defer them until later. What’s interesting is that I often revisit these notes and realize the idea no longer feels important, saving myself even more time.
And yes, the board is always visible—it sits on our dining room table (aka my desk) until company comes over.
2. Adding Time Estimates
This is where the system gets even more practical. Next to each Post-It, I write how long I think the task will take. Here’s why this matters:
Underestimating long tasks: Writing this post, for example, I estimated two hours. We’re now well into hour four, and it’s still going strong. Knowing this tendency has helped me build more buffer time into my day for bigger projects.
Overestimating short tasks: On the flip side, I used to avoid small tasks because I assumed they’d take longer than they actually did. Now, let’s say I finish a call and have 15 minutes before school pickup. Instead of procrastinating, I’ll jump into a task with a 30-minute estimate, knowing I’ll push to finish under pressure.
This simple change has had a compounding effect. Completing 5–10 extra small tasks during those “in-between” moments adds up to a significant boost in productivity over the course of a week.
3. Tracking and Refining
One of the best parts of this system is how it evolves. At the end of each day (and week), I reorganize my board:
Reassess lingering tasks. If a Post-It has been sitting there untouched, I ask myself if it’s still relevant. Sometimes, the answer is no—and that’s okay.
Celebrate completed tasks. Physically removing a note or crossing it out is incredibly satisfying. It’s a small ritual, but it provides a sense of progress and closure.
This regular review process keeps my system clean, intentional, and focused on what matters.
Why It Works for Work-Life Balance
As parents, we don’t get to work in neatly divided blocks of time. One minute, you’re solving a work issue; the next, you’re figuring out what’s for dinner or answering a text from school.
What I love about this system is that it blends work and personal tasks on one board, making it easier to compartmentalize and prioritize. I can see everything in one place, which helps me:
Stay mindful of all areas of my life, so nothing gets neglected.
Transition smoothly between tasks, whether they’re work-related or personal.
Avoid feeling overwhelmed by the constant switching.
How This System Helped Launch Our Substack
I’d be remiss not to mention how this method played a role in starting this Substack. Many of the posts you’ve read—including this one—started as ideas jotted down on a Post-It in the “research” category. Having a system to capture and organize those sparks of inspiration has been invaluable in turning them into actionable plans.
Practical Tips for Trying This Yourself
If you’re curious about trying this method, here’s how to get started:
Find a visible spot for your board—something you’ll see all day.
Color-code your Post-Its to separate work, personal tasks, and research ideas.
Write time estimates for each task and track how accurate they are.
Reassess regularly. At the end of the week, revisit lingering tasks and decide if they’re still priorities.
Enjoy the tactile satisfaction of completing tasks—it’s more motivating than you’d think.
This system isn’t flashy, but it works. It keeps me focused, intentional, and grounded in a life that’s constantly blending work and family.
If you’re looking for a way to balance it all—without dropping the ball on what matters most—this method might be just what you need. And who knows? You might even invent your own twist on it.
If you decide to give it a try, I’d love to hear how it works for you. Let’s make this year not just productive, but purposeful.
I'm loving this idea Thomas! I'm both visual and old fashioned. I need to write things down AND I need to have it somewhere where I can see it throughout the day. I'm going to give your method a try. Thanks for sharing!
Wait I I love this. So simple but so good. I’m definitely going to try it on a cookbook stand too!