What's in Your Minimum Viable Productivity Toolkit

I confess... I love a shiny, new tool like the next productivity nerd.

How can anyone resist the promise of improved organisation and efficiency? This new app/journal/planner will make you the best version of yourself. Who wouldn't want that?

But there's a problem.

New productivity tools enter the marketplace daily. Switching tools takes time, and you risk spending more time planning your approach to productivity than doing the work.

With this in mind, it's time to ask a question:

What's in your minimum viable productivity toolkit?

I have found that this combination of tools hits the sweet spot:

• Capture tool

• Calendar

• Task manager

• Notetaking tool

It's possible to combine tools, such as your task manager and calendar (Morgen is an excellent example of this). Using Ryder Carroll's Bullet journal methodology, you could feasibly combine all four tool types (the actual tool here is a journal).

I am happy to use four separate tools for my minimum viable productivity toolkit (MVPT). Before I explain my specific tool choices, I will explain the purpose of each tool.

Capture Tool

In his "Getting Things Done" methodology, David Allen recommends having a trusted place to capture information so you do not have to rely on and overload your working memory. Allen explains our minds are "for having ideas, not holding them".

A capture tool must be quick, frictionless, and with you at all times. Information you need to capture includes appointments, tasks, and ideas or notes.

If your other tools make quick capture possible, you might not need a separate tool (for example, you can add appointments to your calendar via your mobile phone).

Here is an example of someone who would benefit from a separate capture tool:

You manage your calendar, tasks, and notes digitally. Still, there are times at work when you can't use your mobile device (the method you usually use to capture information). In this case, a small pocket notebook, which can always be with you, would be an ideal capture tool.

If you opt for a separate capture tool, ensure you review it at the end of the day and transfer the information to the correct place. Appointments belong in your calendar, tasks on your task list, and everything else should go to your notes tool.

I use Tana Capture or Drafts as my capture tool as both apps allow me to dictate anything on my mind via my Apple Devices. Other capture tool options include a pocket notepad, Bullet Journal, or Apple Notes.

Calendar

All appointments, events, and time-blocked tasks go on your calendar.

You should aim for "one point of truth" in all aspects of your MVPT; this is especially important for your calendar. If you keep a digital calendar and a paper diary, you will likely encounter human syncing issues. I recommend a digital calendar.

Your calendar is the structure for your day – your day should be planned in advance (including when you will work on specific tasks).

I use (and recommend) Morgen for my digital calendar as it brings together my (personal and business) Google Calendar and my (work) Outlook Calendar in one place. Morgen also has a basic task management function, so you can combine tools there if you would like to.

Task List

You control your task list (unlike your email inbox, which anyone can add to at any time). Ensure your task list is the one point of truth for your workload. If someone emails you a task, add it to your task list and file the email.

The ideal task list tool will allow you to capture tasks quickly and easily, schedule a due date (and, even better, a "do date"), and re-order and prioritise your tasks.

A notepad can work as a task list – try using a yellow legal pad so you can spot it on your desk. The added benefit of a digital task list is that you do not have to keep re-writing it when priorities change.

Todoist is my task management app of choice. It has many useful functions and integrates beautifully with Morgen, so I can schedule tasks on my calendar. Other options include the task lists built into Google and Outlook calendars, Bullet Journal, and Tick Tick.

Notes Tool

Your notes tool provides supporting documentation for meetings and events you attend and tasks you need to work on.

I recommend a digital notetaking tool so you can generate links to your notes and add them to entries in your calendar or task list to link everything up.

Accessibility and usability are essential when searching for a notetaking tool. If you already work within the Google or Microsoft ecosystem, consider trying out their built-in notes apps (Google Keep and Microsoft OneNote, respectively). Also, consider the device you prefer when taking notes and how you wish to access your notes later.

Tana is my notetaking app of choice. Other options include UpNote, Drafts, Obsidian, and Twos app.

Over to You

Finding your perfect set of productivity tools doesn't need to be complicated. Stick to the basics: something to capture your thoughts, a calendar, a task list, and a place for notes. The key is to use tools that make your work easier, not harder. So I ask again:

What's in your minimum viable productivity toolkit?

Have you found a simple mix that works well for you? Let's start some discussion; share your MVPT in the comments.