The Ultimate Guide to the Ironclad Personal Productivity System

Welcome to my productivity playbook! Over the past 30 years, I’ve built ApolloAdvisors as a company of one, where every minute counts and every task matters. I’ve fine-tuned a personal productivity system that helps me stay on top of my game and ensures I’m thriving in every aspect of my life. Think of it as the Swiss Army knife for productivity—versatile, dependable, and designed to unlock your full potential.

I’m excited to share the tools, strategies, and insights in this guide that help me do more with less friction. So, whether you’re just starting or fine-tuning your workflow, let’s dive into the system that keeps me efficient, creative, and always moving forward.

1. Fully Integrated Apple Ecosystem: The Seamless Tech Symphony

My Apple devices—MacBook, iPad, iPhone, Apple TV, and speakers—are like an orchestra performing in perfect harmony. Picture this: I start a proposal on my MacBook, review notes on my iPad while having a coffee, and then switch to my iPhone to finish a task between meetings: no lag, no lost work—just pure, uninterrupted flow.

Having all my devices synced means I’m not confined to any space, whether my home office, a café, or even mid-flight. It’s like carrying my entire office in my pocket, and this level of fluidity allows me to turn downtime into productive time.

Takeaway: If you can build an ecosystem where your tools talk to each other, you’ll supercharge your efficiency. Integration is the key to a frictionless workflow!

2. IA Writer: Where Clarity Meets Creativity

When it comes to writing, IA Writer is like a blank canvas for my thoughts. It’s simple, clean, and distraction-free, allowing my ideas to flow effortlessly. Whether journaling or drafting an article, this minimalist tool ensures that nothing gets between me and my words. It’s as if the app says, “Go ahead, paint your masterpiece,” while keeping the distractions at bay.

What I love most about IA Writer is its focus—no pop-ups, no notifications, just pure writing. This clarity frees me to write with purpose, whether for a client or my reflections.

Takeaway: Create a space where your ideas can breathe. Minimalism in your tools can open up maximum creativity.

3. Todoist: The Masterpiece of Task Management

If there’s one app that’s the heartbeat of my day, it’s Todoist. I’m quickly in and out of this app 20-30 times daily. It’s like the conductor of my productivity symphony—ensuring the task hits the right note at the right time.

Todoist isn’t just a task manager; it’s my second brain. Its beautiful design and intuitive UX make organizing my life a breeze. Each project is laid out in a way that’s easy to manage, and the app’s multi-platform functionality means I’m never far from my next task, no matter which device I’m on. Every crossed-off task feels like a mini victory, propelling me forward with purpose.

Takeaway: Find tools that inspire action, not just organization. Your task manager should motivate you to get things done, not overwhelm you with complexity.

4. Toggl Track: Mastering Time Like a Pro

Time is our most precious resource, and Toggl Track ensures I treat it that way. I track every hour spent on different clients and projects, and I’m obsessed with analyzing where my efforts are going.

Toggl is like my personal time coach—making sure I’m accountable for how I spend my day. At the end of the week, I love diving into the analytics to see which projects are getting the most attention and where I need to recalibrate. This isn’t about micromanaging myself; it’s about valuing my time as the finite, valuable asset that it is.

Takeaway: If you’re not tracking your time, you’re not optimizing your efforts. Every hour spent is an investment—make sure you know your ROI.

5. Google Drive and Docs: Collaboration Without Boundaries

While I run ApolloAdvisors solo, collaboration is still a huge part of my daily life. Enter Google Drive and Docs—my go-to for real-time collaboration, no matter where I am or who I’m working with.

It’s like having a digital conference room that’s always open and ready for brainstorming, strategizing, and refining ideas with clients and partners. I can work on a proposal in Sydney, get feedback from a partner in Amsterdam, and finalize it from my home office—all without skipping a beat.

Takeaway: Don’t limit collaboration to your physical space. Embrace cloud tools that let you collaborate anytime, anywhere, with anyone.

6. Open-Source Powerhouses: DaVinci Resolve and Inkscape

I recently switched from Adobe CC to open-source tools like DaVinci Resolve and Inkscape. It was like stepping out of a luxury car and into a high-performance race car—sleek, powerful, and (surprise!) completely free.

It took some time to get used to the different interfaces, but now I’m saving $100 a month while still delivering top-notch creative work. This is proof that sometimes, the best tools are the ones that don’t come with a hefty price tag.

Takeaway: Don’t be afraid to shake things up. Switching to open-source tools can cut costs without cutting quality.

7. Ghost.org: Clean, Powerful, and Ready for Action

When it comes to managing my blog and newsletter, Ghost.org is my secret weapon. Much like Todoist and IA Writer, it’s clean, minimal, and efficient. Ghost keeps things simple but powerful, allowing me to focus on sharing valuable insights with my audience without getting bogged down by unnecessary features.

Takeaway: Sometimes, less is more. Choose tools that empower you to create, not complicate your process.

8. ChatGPT: My Productivity Superpower

Finally, the crown jewel of my productivity system is ChatGPT. If there’s one tool that has completely transformed how I work, it’s this one. ChatGPT is more than just an AI tool—it’s my research assistant, brainstorming buddy, and marketing genius all rolled into one.

Here are the four key ways I use ChatGPT to level up my productivity:

• Summarizing Complex Reports: Got a long report or spreadsheet? ChatGPT condenses it into key takeaways, saving me hours of reading and analysis.

• Brainstorming Strategy: Whether applying frameworks or generating new ideas, ChatGPT is my thinking partner in shaping client strategies.

• 360 Reviews & Understanding People: As a leadership advisor, understanding personalities and archetypes is critical. ChatGPT helps me dive deeper into the human side of business, making reviews more insightful and impactful.

• Marketing Genius: From building lists to crafting propositions, creating landing pages, and writing email sequences, ChatGPT accelerates every aspect of my marketing workflow. It’s like having an entire marketing department at my fingertips.

Takeaway: Leverage AI to supercharge your productivity. Whether you need a research assistant or a marketing powerhouse, ChatGPT can be the secret ingredient to your success.

Conclusion: Optimize an already busy life

That’s my system—polished, proven, and ready for anything the day throws at me. Whether you’re just beginning to shape your workflow or looking to optimize an already busy life, these tools and strategies can make a huge difference. Start small, experiment with a few apps, and build a productivity system that feels intuitive and effortless.

Your time is precious—spend it wisely, invest it smartly, and watch your efficiency soar!

Evaluate Your Personal Productivity System

Ready to improve your productivity? Here’s a quick self-evaluation based on the themes covered in this guide. Reflect on how well your current system supports your goals and identify areas for improvement.

1. Device Integration & Workflow:

• Are your devices synchronized and integrated for a seamless workflow across different environments (home, office, travel)?

• ☐ Yes, completely

• ☐ Somewhat

• ☐ No, I need improvement in this area

2. Writing & Creative Tools:

• Do you use minimalistic, distraction-free tools that encourage creativity and deep focus in your writing or creative work?

• ☐ Yes, my tools are optimized for creativity

• ☐ Somewhat, but I get distracted

• ☐ No, I need a better writing setup

3. Task Management:

• Do you have a task management system that motivates you, keeps you organized, and allows easy prioritization?

• ☐ Yes, my system works perfectly

• ☐ It works but needs improvement

• ☐ No, I struggle with organizing my tasks

4. Time Tracking & Accountability:

• How well do you track and analyze how you spend your time on projects and tasks?

• ☐ I track my time and review it regularly

• ☐ I track time but don’t review it often

• ☐ I don’t track my time consistently

5. Collaboration Tools:

• Do you use tools that allow for smooth collaboration with partners, clients, or colleagues worldwide?

• ☐ Yes, I collaborate seamlessly

• ☐ Somewhat, I experience occasional roadblocks

• ☐ No, my collaboration process needs an upgrade

6. Cost Efficiency & Tool Choices:

• Are your tools cost-effective while still providing the functionality you need?

• ☐ Yes, I’ve found the perfect balance

• ☐ Somewhat, but I could optimize more

• ☐ No, my tools are too expensive or ineffective

7. Blogging & Content Management:

• Do you have a simple and robust system for sharing content (blogs, newsletters) with your audience?

• ☐ Yes, my system is streamlined and effective

• ☐ Somewhat, but I could simplify things

• ☐ No, my content-sharing process is too complicated

8. Leveraging AI Tools:

• Are you using AI tools like ChatGPT to speed up research, brainstorming, and marketing tasks?

• ☐ Yes, AI is central to my productivity

• ☐ I use AI occasionally but could do more

• ☐ No, I haven’t integrated AI into my workflow yet

Reflection:

Once you’ve completed this questionnaire, note any areas where you can improve your productivity system. Remember, the goal is not perfection but to continually evolve your workflow to better serve your goals. Now’s the time to take action, experiment with new tools, and optimize your work!