I’ve tried every productivity system known to humankind: Notion, Todoist, Things, Asana, plus the app that promised to “completely transform my workflow,” but mostly just transformed me into someone who procrastinates in style.
I’ve color-coded tasks, built dashboards, and automated reminders that remind me to check my reminders.
And after all that, the single biggest productivity boost I’ve found? Writing things down. With an actual pen.
The Power of the Yellow Legal Pad
I still use a task manager: Asana. I’m not rejecting technology or living off the grid. I even have automations that create tasks when clients accept a proposal in Ignition, so being able to automate and assign those tasks is important. But no matter how many tools I test, nothing beats good old pen and paper or, in my case, a reMarkable Paper Pro with a yellow legal pad template. Ever since I was a kid, I’ve loved yellow legal pads (and gold paperclips, but that’s another topic).
Yes, it’s digital. Yes, it syncs to the cloud. But it feels like a yellow legal pad, and that matters more than you’d think. There’s something grounding about that familiar shade of yellow and those narrow lines, it’s the texture of focus.
When I write out my day, my brain stops doing gymnastics. The noise settles. I know what matters and what doesn’t. (Spoiler: most things don’t.)
And when I check something off? That small action is strangely satisfying. Forget dopamine from app-chasing, this is accomplishment you can see.
Apps Are for Doing. Paper Is for Thinking.
I love a well-designed task app. It keeps my recurring tasks, client follow-ups, and projects that need structure.
But the app isn’t where the clarity happens; it’s where the execution happens. The thinking, the planning, the big-picture sorting, that all happens when I write.
It’s a short ritual that keeps me from spending the rest of the day reacting to whatever feels urgent.
The Myth of the Perfect System
Every productivity enthusiast believes that if they can just find the right system, they’ll finally “get everything done.” Or they spend hours watching YouTube, or—worse yet—think AI will fix it all. I love AI, but it doesn’t need to invade every aspect of life, nor is it going to replace competent professionals.
The truth: perfect doesn’t exist.
The goal isn’t perfection; it’s progress.
Writing things down helps you focus on what’s real, not what only looks productive. There’s no algorithm, no color scheme, no automation, just your handwriting and your priorities, right there on the page.
That’s clarity the digital world can’t replicate.
Planning vs. Reacting
Every evening, I take 15 minutes to write down what I need to do the next day. What did I not get to today that needs to roll forward? What are the three most important things I have to do tomorrow?
The next morning, I review the list and start tackling each task.
Sometimes I jot down notes or ideas in the margins. It’s not “productive” in the strictest sense, but it keeps me grounded, and that’s worth more than another automation script.
The Satisfaction of Checking Things Off
Checking off a task on paper (or a paper-like, distraction-free device) feels different. It’s tangible. You can see your progress at the end of the day, and there’s something deeply motivating about that.
It’s simple, but it works. And it’s a reminder that productivity isn’t about getting everything done, it’s about getting the right things done. We all have a million ideas, most of which we’ll never act on. That becomes clutter. Mental clutter, digital clutter, physical clutter, I loathe all of it.
The Simplest System That Works
If you’re searching for the next big productivity hack, here it is: stop searching. Start writing.
Use a notebook, a yellow legal pad, a reMarkable, whatever helps you think clearly and with intention.
Write it down. Check it off. Repeat.
It’s not flashy. It won’t trend on social media. But it will bring you focus, structure, and a sense of calm, which, at the end of the day, is the kind of productivity that actually matters.
On days I skip this, I notice a clear difference in (1) how the day goes and my stress level and (2) what I actually accomplish.
Calm and Clear
My yellow legal pad—digital or otherwise—is more than a list. It’s a reflection of intention. It brings calm and clarity.
Each morning, it reminds me what I said I’d do before caffeine and chaos set in. And if I end the day with a few solid checkmarks and a clear head, that’s not just productivity. That’s success.
What works for you?