My productivity setup used to be a rotating cast of new apps, where each promised to make me more focused and organized.
I was installing new to-do list apps, tweaking launchers, and reorganizing my note-taking systems. I convinced myself that every new productivity tool held the secret to a better version of myself.
But somewhere along the line, that endless tinkering felt tiring. So, I started stripping it down. I deleted half the organization apps on my phone and turned off most of my automation.
Now, my setup is more straightforward, and frankly, a little boring. But that’s also why it works better than ever.
How I stopped chasing the next best app
Trying to avoid the productivity treadmill
If you’ve ever fallen down the productivity rabbit hole, you know the feeling.
Someone discovers a clever way to turn Notion into a second brain, sync Todoist with Trello using automation tools, or connect Obsidian to Readwise and Zotero for “frictionless knowledge capture.”
Before you know it, you’re knee-deep in templates, browser extensions, and sync issues, wondering why everything suddenly feels like work.
What broke the loop was noticing how little all those switches actually improved my day-to-day work. I wasn’t missing deadlines because my task app didn’t have Kanban boards. I realized that I was distracted because I kept reorganizing things instead of working.
So, I set a rule for myself: No new productivity tools unless I can clearly explain why my current ones can’t do the job.
That one boundary forced me to work with my existing system instead of constantly replacing it.
When I got the itch to try something new, I’d usually find a workaround or tweak in the apps I already use, whether it was a TickTick tag, a Google Keep label, or a new Obsidian template.
What my ‘boring’ setup looks like
There’s a quiet power in routine
My current setup would probably disappoint anyone expecting a shiny, all-in-one productivity system.
It’s just the same handful of tools I’ve used for years: Google Keep, Calendar, Drive, Gmail, and Obsidian. Recently, I’ve added NotebookLM and Gemini to the list.
Google Keep is my capture zone. Every stray idea, reminder, or grocery list goes there. I use color-coding to separate quick tasks from long-term notes, and I’ll occasionally add location-based reminders for errands.
Meanwhile, I use Calendar to structure my day. It includes not only deadlines, but also deep-work blocks and planning sessions.
Everything syncs seamlessly with Gmail, which keeps my schedule and emails in one place without needing a dozen integrations.
For deeper thinking, I rely on Obsidian. I use it to flesh out article outlines, connect notes, and store long-term reference material.
When I want to make sense of those notes or generate summaries, I pull them into NotebookLM, which acts like a research assistant.
Gemini fits into this workflow as a quick-thinking companion. I rely on it for summaries, ideas, or even follow-up questions, without derailing my flow.
The hidden cost of constant optimization
The illusion of progress
I realized that chasing every new productivity trend was causing cognitive overload. Each new “second brain” app or minimalist task manager claims to offer a smarter way of thinking.
I’d spend hours setting up folder structures, syncing plugins, and importing templates. That’s the trap of constant optimization: it disguises procrastination as productivity.
Every tweak gives you the illusion of control, even though you’re mostly rearranging the same ideas in slightly prettier interfaces. I’d tell myself I was “refining my system,” when really, I was avoiding work.
The other hidden cost is cognitive fatigue. When you’re switching between tools, formats, or workflows, your brain never builds real familiarity with any of them.
With a simpler setup, I no longer hesitate to capture or plan things. I simply do it. Notes are stored in Keep or Obsidian, while plans get organized in Calendar.
The simplicity frees up mental space for things that actually matter.
How I decide what’s worth keeping or deleting
The art of pruning your setup
Every few months, I review the tools, apps, and routines that make up my productivity setup, and most of the time, something gets cut.
The first question I ask is, “Do I actually use this?” If I haven’t opened an app in a month, it’s probably not earning its place.
Then I ask, “Does it make my day easier or just feel productive?” Some tools make you look organized without actually helping. If I spend more time maintaining a system than using it, it’s out.
Lastly, I ask, “Would I miss it if it disappeared tomorrow?” That question alone filters out most of the noise. The few that pass, such as TickTick, Obsidian, or Google Calendar, are the ones that pull the most weight.
Every app that survives earns its place, and every one I delete makes the rest work better.
Productivity doesn’t need to be exciting
After years of chasing productivity hacks, I’ve learned that a setup only works if it disappears into the background. The best systems let you get things done without demanding your attention at every step.
My current setup remains largely the same, and that consistency is precisely what makes it effective. Repetition, routine, and a ruthless approach to cutting clutter have made my days more productive.
