The Power of Simple Systems [WRAP 153]

Hey Reader,

This week I spent 30 minutes setting up the lights in my office. It's not the first time I've set up lights, but this time I did something different: I recorded the process and wrote down all the settings.

What used to take 30 minutes can now be done in 10 minutes. Why? Because I created a system.

Systems are our best tools for tasks we do over and over. They're the guides we make to save our future selves time and energy.

Even in creative work, like writing this newsletter, systems can be the difference between staring at a blank page and finishing with confidence.

Take this newsletter, for example. Each week, I follow a simple system: one idea, one video, one article. I start by looking through my notes, bookmarks, and book highlights for ideas.

Throughout the week, I build an outline. If I'm stuck connecting ideas, I'll use AI as an editor to help expand the outline and see different ways to write it.

The whole process usually takes between 30-60 minutes because the system has trained my brain to write with purpose and focus.

Another example: my morning jiu-jitsu routine. Getting up at 5:00 AM to fight isn't always fun (though it usually ends up being fun).

But my system starts the night before – bag packed, gi laid out, coffee ground. In the morning, all I have to do is get dressed and get in the car. Once I'm driving at 5:30 AM, the rest takes care of itself.

And that's really what makes any good system work. When it's running well, you just need to do your part, and everything else falls into place.

Whether it's setting up video lighting, writing a newsletter, or being ready to fight at 6:00 AM, systems make hard things easier to do.

👀 One Video to Watch: Illustrated Journaling

One thing I've started again this fall is sketching. I'm working on my "illustrated journaling" like what Danny Gregory recommends in this video. Even if you're not an artist, even a stick figure artist like me, this is a great video to watch just to see what people make throughout a day. Inspiring stuff.

I loved this line from Danny:

​

📖 One Book to Read: Automate Your Busywork

If you've ever felt overwhelmed by repetitive tasks or found yourself doing the same things over and over, you need to read Automate Your Busywork.

What I love about this book is how it challenges our typical "productivity through hustle" mindset. Instead of just working harder, it shows you how to work smarter through the "automation flywheel" framework: determine your desired results, design a system, and configure the necessary automations.

Basically, it helps you develop better systems, i.e. flywheels and workflows, that make work simpler so you can focus on bigger challenges. My favorite concept from the book is the Zeigarnik effect - the idea that unfinished tasks create mental tension.

The book shows how automation can help release this tension by ensuring tasks get completed consistently without your constant attention. If you liked the opening of this newsletter, you'll love the book!

📣 Sponsor Shoutout: Make.com

As much as I love analog tools, there's nothing quite like software for creating automated systems, and a great tool to use for this is Make.com.

​In a recent video, I show you how to leverage Make.com to streamline your daily tasks and boost productivity. You'll learn to automate processes like:

• Sending Zoom replays
• Updating Notion pages
• Managing your email inbox
• Posting to online communities
• and with Make.com there are thousands more!

Readers of my newsletter get a free month of the Pro plan when you use my link. Click here to get a great deal AND build new systems in your work and life.

Have a great weekend,

Matt Ragland

p.s. if you have a (literal) minute to share feedback, click here.