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How To Create Systems That Help You Work Smarter And Faster

Written by: Kelisha Mills, Executive Contributor

Executive Contributors at Brainz Magazine are handpicked and invited to contribute because of their knowledge and valuable insight within their area of expertise.


Why You Need Systems To Work Smarter

Research shows that companies that adopt systems are doing well and continue to grow. These companies are able to provide their customers with better products and services in a shorter amount of time. Adapting to the changing environment also means that you need systems to work smarter, not harder.

Many industries in the past years have been experiencing disruption, for example, traditional retail stores have been affected by e-commerce websites like Amazon. Traditional car manufacturers have been affected by ride-sharing apps like Uber and Lyft who offer people an alternative for commuting outside their homes or offices. And even taxi drivers are being impacted by these new ride-sharing apps as well as other transportation apps such as Via.

Technology has made it easier for us to work smarter. The introduction of the personal computer in the 1980s, and later on tablets, smartphones, and laptops, have made our everyday lives a lot easier. They allow us to get more done in less time. There are pros and cons to digital and manual systems.

People who use these devices are more productive than those who don't. They also feel happier and more satisfied with their lives. But these devices can also lead to over-working, which is not healthy at all, so it's important we spend some time away from the screens as well.

There have been many studies done that have shown that people who spend time away from screens are happier and healthier. These devices can be addictive, and it's important to spend time away from the screen so as to avoid over-working.

This week, I share how you can adopt effective systems that will help you to work smarter.

3 Most Effective Manual and Digital Systems for Working Smarter

1. Priority Lists – Keep track of your most important tasks daily

Everyone procrastinates sometimes. It can be difficult to stay on task when you have so many things to do. This is why we recommend creating a priority list of tasks to remind yourself of what is the most important thing to do right now.

In order for your priority list to work, you should assign a time frame for each task from one day up to five days. You can also assign the value of each task in terms of its importance and difficulty on a scale from one star up to five stars. Finally, put the tasks into order depending on their values and time frames so that you can start with less difficult tasks first because they will build your momentum to tackle more challenging ones later. I love writing these manually. Research proves that we tend to remember those tasks better when we write them down vs. typing them.

2. Calendar – Schedule your work sessions and follow up on important deadlines

Calendar and schedule your important deadlines for the week. Follow up on these deadlines and tasks every day at a specified time.

Create a calendar with the following columns:

  • Date

  • Work Session

  • Deadline/Task Name

  • Notes/Details (if needed)

  • Action Item (if needed)

3. Planning & Decision-Making Tools – Stay focused with these tools and improve your success rate

Examples of Planning and decision-making tools:

  • Planning is a key part of any business. To help you plan your day, week, month or year more efficiently, we compiled a list of six planning and decision-making tools to help you get organized and make better business decisions.

  • Planning and decision-making tools to help you get organized.

  • Planning and decision-making tools are essential to help you stay on top of your daily tasks, from productivity apps that can track time and organize your schedule.

It is hard to manage your time when you're constantly interrupted, but these productivity apps will help you stay on top of your tasks. Each app has a different set of features and benefits that can help you stay on task.

  • Todoist - Regain clarity and calmness by getting all those tasks out of your head and onto your to-do list (no matter where you are or what device you use).

  • Forest - Forest is an app that helps you stay focused on the important things in life. Whenever you want to stay focused, plant a tree. Your tree will grow while you focus on your work. Leaving the app halfway will cause your tree to die.

  • ClickUp - This app replaces many other productivity apps in one. All your work in one place: Tasks, docs, chat, goals, & more.

  • Trello - This one's great for managing your workflow — especially if your work requires collaborating with teammates or sharing information with clients.

  • Toggl - This is a time tracking app that helps you keep track of how much time you’re spending on different tasks.

  • - This app is great for organizing your life. A to-do list, calendar, planner, and reminders app all in one, offers an easy system to keep on top of your tasks.

  • Apps that can help you make decisions, such as the option to flip a virtual coin or roll a virtual die, there are many ways technology can help make everyday life easier.

  • Decisionize - This app turns your choices into an equation that helps you realize how much impact could be achieved by each choice.

  • Pollsify is one of the simplest apps to create a poll and share it with your friends or with the public at large to get opinions. You can create both public and private polls, which are automatically tallied.

  • r/MakeMyChoice - Sometimes, no amount of pros and cons lists or rational arguments can help you conclude. This app is full of benevolent souls on Reddit ready to share the burden of decision-making.

In the business world, decisions are being made every second. Organizations are running on a tight schedule, and employees need to make quick decisions to meet deadlines and manage workflow. Unfortunately, when making these decisions, humans can be easily distracted by negative emotions or biased thoughts.

These tools are different from each other in how they approach the task of helping people get organized. Some of them focus on providing users with the necessary information to help them make a decision, while others do not provide any information and just offer help with organizing thoughts.

I hope these resources are helpful for you to make decisions and work smarter and faster. Send me a message in my DM’s and let me know which of these tools you’ll try.

Follow Kelisha on her Facebook, Instagram, Linkedin and visit her website.


Kelisha Mills, Executive Contributor Brainz Magazine

Kelisha Mills is a wife, mom of 4, author, speaker, and Entrepreneur (BSc. Entrepreneurship) for over 13 years. Kelisha specializes in life makeovers for mom entrepreneurs, helping them gain the clarity and confidence they need to find symmetry to run a successful business and have quality time with their families.



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