My productivity system contains three components: capture, configure, and control. I want to make sure I fully capture all the tasks on my plate as well as the things that arise throughout the day (per David Allen’s Getting Things Done system). After capturing tasks, I want to configure all the tasks: process them to make sure they are necessary to do and then done in the proper order. Finally, I want to control my time with planning so that I am fulfilling my responsibilities and getting important things done.  

Capture

The first element of the system is to have a place to “capture” (write down) things as they come up. I use ToDoist on my phone to capture everything that comes up throughout the day. The point of total capture is to prevent your mind from having a bunch of “loose ends” its trying to remember. Those things can be a source of stress. By writing them down in a trusted system, it relieves the pressure from our mind because it knows that we will eventually get around to seeing it and dealing with it. 

Configure

After all the random tasks of the day are loaded into ToDoist, I need to configure, or process them. I use my task process workflow to make sure tasks are put in the proper place. I also use ToDoist to prioritize and arrange my tasks and projects. 

My configure system usually places tasks in one of three categories: 

• Auto-pilot scheduling:  A block of time that occurs at the same time every week to work on the same project or a ministry area.
• Projects: A large, overarching goal which has a deadline and usually is made up of a bunch of smaller tasks or even sub-projects.  
• Systems: Recurring “checklist” type processes which can occur on a repeating basis or get “triggered” to start at a particular point in time. 

I explain the differences between projects and systems in this post. The point of configuring tasks is to make sure each task has a “home” or is moving toward getting important things done. If a task is sort of just dangling out there and unconnected to any project, I need to ask whether I should actually be doing it. 

Control

The final step is to control my time (submitted to God’s sovereign plans) by planning my time to get stuff done. I set aside time every week to look at the week ahead and plan out what I hope to accomplish. I try to sketch out all my meetings and other commitments I have on my schedule. I then try to block out time for my most important recurring tasks (which I call “auto-pilot” tasks). My full method for weekly planning is detailed here.

While some methods call for quarterly or even yearly planning, I have found that life is too fluid and unpredictable to be overly detailed in the exact picture of what I hope to accomplish. I have found that a general “sense” of where I’m going usually is good enough. Life can change on a dime, so we need to be flexible to adapt. I have found focusing on habits and practices more helpful for “big picture” thinking than projects or goals. Goals are too often results-focused. But many times, we do not necessarily have control over the results! Instead, focusing on what I can control, like my habits and actions, provides me a way of measuring whether I am making progress in a given year. 

Tools

Along with these three steps, I have some essential tools:

• ToDoist: for task and project management
• Notebook: for weekly planning, brainstorming, jotting notes
• Google Docs: for more detailed project plans
• Google Calendar: for being the “one source of truth” about my schedule 

While it can seem like a lot, the point is to write down things that come my way (capture), process them and put them in the appropriate “bucket” (configure), and then schedule time to work on those buckets (control).