Contents
Contents
- Introduction
- What is a system?
- What are the benefits of systems?
- Creating effective systems in your life
- Conclusion
Introduction
I’ve previously written about how habits and habit stacking can boost your productivity and help you become more successful in my post here. In this post, I’ll be covering the other side of the same coin: systems, and their importance in your daily life.
Though much is written about the importance of habits and how we can create good and prevent bad habits, not much is written about what makes habits effective and useful. This is where systems come in.
Systems are the building blocks of habits and enable habits to be more productive, efficient, and ultimately more successful. Once a system is in place, it will require much less (conscious) effort to complete a given task, thereby streamlining your day.
What is a system?
Though you might not have consciously thought of implementing a system in your life, it’s more than likely that you already have various systems in place – perhaps you have a certain way to set up your desk that allows you to be more productive, or maybe you have a favourite way of structuring your to do list at work.
Systems consist of a series of actions that are performed in response to a specific cue. Since the system is always carried out in the same way in response to a given cue, the results tend to be the same or at least similar.
With this knowledge, it’s easier to plan ahead and to improve upon a given system. Moreover, the repetition serves as practice, and practice makes perfect. Before you know it, you’ll master a given system and perform it flawlessly without even thinking about it.
What’s the difference between habits and systems?
Both habits and systems serve to streamline tasks, and both rely on cues to conduct a given action. So, it’s easy to confuse them. However there is a difference.
Habits are customarily performed actions that are dependent on a given cue. For example, you wash the dishes (habit) after dinner (cue).
Systems are an efficient cue-based series of repeated actions that complete a given task. For example, when you wash the dishes (cue), you start with the large plates first before moving on to the smaller plates and cutlery (system), as it frees up space in the sink to wash more effectively.
Nevertheless, both systems and habits are functions that are carried out unconsciously in response to a cue, thereby simplifying life. Unlike habits, however, systems are more universal and don’t have to be carried out regularly in order to qualify as a system. Some systems might be performed every day, others perhaps once a month.
What are the benefits of systems?
The reason why systems are so beneficial is that, if used correctly, they can greatly simplify our lives and save us a lot of time as well as effort.
A system is engaged in when a specific cue is presented. The benefits of systems are as follows:
- Upon perceiving the cue, an established system allows you to know how to approach a task efficiently.
- Systems are established, so they provide consistency in execution and output, meaning that you will become better at it the more you do it.
- Systems breaks tasks down into smaller chunks and make tasks more manageable.
- Systems presents you with a roadmap to complete a given task, so you’re less likely to feel overwhelmed or reluctant to complete the task.
- Systems are designed to be efficient, hence, having a system allows you to undertake a task skilfully and competently.
- Systems can be extrapolated to other similar tasks, this gives you the benefit of translating your existing skillset into an unknown territory.
In contrast, a lack of systems in your life means that each time you engage in an activity or task, you have to start from scratch. As such, each time you’d have to think about the steps you need to take in order to get a task done.
As a result, you’re more likely to do things differently each time. And, you don’t get to leverage the many benefits of using a system in the first place.
Creating effective systems in your life
It’s likely that you already have a variety of systems in place. Nevertheless, understanding the process will help you refine your existing systems and effectively create new ones.
1. Identify the need for a system
the most important thing is being able to identify the need for a system in the first place. Though most complex tasks will benefit greatly from a system, is there really a need to set a system up in the first place? It goes without saying that complex tasks are the ones that benefit the most from a system. Conversely, if it’s a task that you will be doing once every couple of years, it may not be worth the effort to set such a system in place.
2. Break the task down into logical steps
Complex and sequential tasks are where systems shine. In order to efficiently complete such tasks, you need to break them down into smaller and more manageable chunks. Understanding what individual steps a tasks consists of and in what sequence can help you to more efficiently complete the task. Not only will you be more likely to finish the task, you’ll also be less likely to postpone the task to a later date.
3. Find ways to streamline the process
Now that you’ve exposed the skeleton of the task, it’s time to look into the process and find any potential areas that you can streamline. Streamlining or optimising your task process can be done in a variety of ways. For example, you can leverage technology, automation, or even delegate a portion of your task to achieve a greater degree of efficiency in completing your task.
4. Record your system
An important part of the process is to note your system down. In most cases, you might be able to remember the system and repeat it the same way as you did before. However, more complex tasks might need some serious note-taking in order to be captured.
5. Revise your system
Since systems are used to boost efficiency (and by extension productivity), it’s important that they are revised with time (especially if used frequently). Therefore, make sure you’ve captured your system in enough detail so you can come back to it at a later point and make any changes if you need to do so.
Conclusion
The increasing number of tasks we are expected to complete on a daily basis, and the increased emphasis placed on efficiency and productivity in the modern world mean that effective systems are more useful and important than ever. Systems represents logically structured approaches to task, and serve to make planning and completing tasks more efficient, manageable and less stressful.
Though systems can be applied to a wide range of tasks, it is best applied to complex tasks that are too difficult to tackle without a structured approach in place due to the number of steps involved.
Ultimately, the creation of effective systems is part of the wider fundamental skillset of the modern worker. Therefore using (and practicing) effective system design and execution will surely be of benefit in the long run.
