Building Systems for All Seasons
my notion home.
You do not rise to the level of your goals. You fall to the level of your systems.
That was one of the most impactful lessons I took from Atomic Habits by James Clear — a book that truly changed my life and one I return to often.
As someone who literally studies and improves processes for a living, I realized something: I needed to start treating my life the way I treat my work initiatives.
If it doesn’t get measured, how can it be managed?
And if it can’t be managed, how can it improve?
Last year, my life was truly in shambles.
I was managing a home renovation, transitioning into a more active role at work, supporting my aging parents through health concerns and trying to find time for myself, my relationships, and joy in between.
Needless to say, I was not okay.
My mental health struggled to pass a 4. My physical health wasn’t much better. By the end of 2025, after moving into my new home (still mid-renovation, mind you), something had to give, and I refused to let that something be me.
So I turned to systems.
I deep-dived into productivity, mindfulness, and time management. I stopped trying to “try harder” and started building practices to manage my energy and attention more intentionally.
Here’s what’s been helping:
1) Building a Second Brain
I came across a YouTube video from Dr. Tiffany Shelton about the concept of Building a Second Brain by Tiago Forte.
In short, it’s about leveraging technology to reduce the cognitive burden on your biological brain by creating a searchable, usable personal knowledge management system. I’m currently using Notion to create mine.
I consume massive amounts of information , for work and life. Having a system to capture, organize, and retrieve it has been a complete game changer.
Less mental clutter. More clarity.
2) Habit Tracking & Stacking
I went looking for a habit app and found Finch , a gamified self-care platform that combines:
Goal and habit tracking
Mood tracking
Reflection prompts
Self-care tools
And a virtual “birb” you nurture (mine’s name is Poppy and we are uber besties!)
I’m currently on a 150-day streak.
My habits started simple:
Meditate every morning
Take a stretch break every afternoon
Journal in the morning and evening
Drink 40 oz of water
Over time, they evolved. Now they include brain-building, rest, nutrition, and emotional regulation — not just “productivity.”
I track nearly 20 habits a day.
There’s something powerful about visually seeing your commitments and choosing intentionally whether to complete or skip them. And when I skip? I reflect. That reflection alone has changed how I move through my days.
3) Daily Review & Weekly Wins
Every day, I review my work to-do list. I check off, delegate, or reschedule tasks. It keeps me grounded when initiatives feel never-ending.
For my personal life, I practice Weekly Wins using the “Roses, Thorns, and Buds” framework:
Roses - what went well
Thorns - challenges
Buds - opportunities or things I’m looking forward to
Even during weeks when I feel like I’m fighting for my life, there is always a sprinkle of light in the darkness.
Like anything worth having, building systems takes time. Mine are still evolving, just like I am.
But one thing is certain: I no longer rely on motivation. I rely on structure. And structure is saving me.
I’ll be diving deeper into My Second Brain soon so stay tuned!
In the meantime, I’d love to know:
What systems are keeping you sane in the chaos that is life?
Love and Light,
UltraRush
