We’re having a lot of systems in our lives. To name a few: project and task management system to achieve our goals and control day to day tasks, note taking system, even day routine is also a system. Question is how complex (or rather simple) should they be?
Often when looking for a system we try to find or create the one which would cover all possible cases. And usually we search for tools that cover whole system.
In result we spend hours of time to end up with overcomplicated system and overpowerful tools.
Overpowerful tool could mean that we’re actually using just a fraction of its features. This is not the worst problem at hand. Oftentimes figuring out how to use the tool becomes complicated because it provides several options for every scenario we have. Typical quest is structuring information based on folders or on tags. It’s easy to spend days to make a decision about this.
Overcomplicated system is actually much bigger of a problem. It creates hesitation and requires extra thinking about non-essential aspects. This comes from the desire to be ready to any situation while defining the system. In reality almost all cases will be typical. Those which are not, could be handled in some simple way. For example, occasionally I wait for an answer from someone before I can take next step. Some systems define something like “waiting for” with the person name and some tools support this. What I do is simply start task summary with this info. This is simple and flexible. Also it doesn’t require a tool with special feature for “waiting for”. So I can pick a simpler tool as well.
When you feel uncertain or overwhelmed working with the system, it’s a sign that you may have too complex system. At the end of a day dealing with overcomplicated system leads to having no desire to work with it. Then things start falling apart. It seems like system doesn’t work. You start looking for another system. But as you start with the same ideas and requirements to the system, you find another complex system. Guess what will happen next.
Now it’s like a pursuit of perfect system instead of doing the work and getting closer to your dreams. This is one of the forms procrastination uses to drag us from our better lives.
Looking for complex system? Please don’t. Pick a simplest possible system and tools. Use it for your needs. And only when you see a need then add new elements. Keep it stupid simple.