5 Tools I Use to Organize My Life (And Actually Get Things Done)

Hi friends 💛

Can you believe we’re already one month into 2021? (I know—time is weird). Every new year feels like a bit of a reset. Whether you’re setting big goals, focusing on small habits, or just trying to get your life together, January always brings this fresh-start energy.

And if you’re anything like me, you love a good productivity hack—but only if it feels real. I’ve tried it all: waking up at 5am (hard no), bullet journaling (love the aesthetic, but didn’t stick), and downloading every planning app known to humanity. Over time, though, I found a few tools and methods that actually work—tools that make my life feel more organized and my brain less like a browser with 42 tabs open.

In this post (and the video below 👇), I’m walking you through five simple, effective tools I use all the time to stay on top of my days. These aren’t just about doing more—they’re about doing things with intention and making space for what matters.

1. Time Blocking: My Calendar Is My Co-Pilot 🗓️

Time blocking is exactly what it sounds like—setting aside specific blocks of time for specific tasks. I use Google Calendar to do this digitally, but you can totally use paper if that’s more your thing (there’s something so satisfying about writing it out).

For example, I might block out 9:00–11:00am for content planning, 1:00–2:00pm for emails, and 3:00–4:00pm for editing. This helps me see, at a glance, how my day is structured—and keeps me from spending way too long in the email black hole.

Even if plans shift (and they will), just having a roadmap keeps me grounded. And if you’re curious, I linked my weekly schedule template [here] for you to download and try for yourself!

2. Time Tracking: See Where Your Time Really Goes ⏱️

This was a game changer for me. Before you can plan your time, you need to know where it actually goes. Enter: time tracking.

I use an app called Toggl (they’re not sponsoring me, I just genuinely love it), and it helps me track everything I do—from my morning coffee routine to working on a brand pitch. You just hit “start,” give the task a name (like “editing YouTube video” or “scrolling on TikTok” 😅), and stop when you’re done.

After tracking my time for a few weeks, I realized that some tasks were taking way longer than I thought—and others, surprisingly quick. This helped me become more mindful of how I spend my day and made my time blocking even more effective.

3. The Magical Power of To-Do Lists ✅

Okay, this one’s basic—but don’t underestimate it. I have a to-do list every single day, and I usually write mine on paper. (I love crossing things off. It’s the little things in life.)

You can do daily lists, weekly lists, goal-focused lists… I even do seasonal ones sometimes, especially when I’m in “New Year, New Me” mode.

Pro tip: break tasks down. Instead of writing “film video,” I’ll write “outline video,” “set up camera,” “film A-roll,” etc. That way, I can see real progress as I work.

4. Habit Tracking: Because Consistency > Motivation 💪

New habits are hard to stick to—unless you have a way to actually track them. Enter: habit trackers.

I’ve been using both a paper version and a digital one on Notion (because I’m still figuring out which one works best for me). Each month, I list out the habits I want to build—like drinking more water, going to bed by 11pm, or running twice a week—and I check them off daily.

It sounds simple, but seeing those little check marks pile up is so motivating. And on days when I really don’t feel like working out or meditating, looking at that progress reminds me why I started.

You can grab both my paper tracker and my Notion template [here].

5. The Brain Dump: My Favorite Low-Tech Productivity Trick 🧠📝

Last but definitely not least: the brain dump.

This one might not be aesthetic or fancy, but it saves me on a daily basis. A brain dump is literally just writing down everything that’s swirling around in your head—no judgment, no organization, just get it all out.

I usually do this on a notebook or in the Notes app on my phone. It could be “buy dog food,” “call the dentist,” or “why did that one TikTok make me cry??” If it’s cluttering your brain, write it down.

Then, once you’ve cleared your head, you can organize the important stuff: turn it into a to-do item, time block it, or just let it go. It’s like Marie Kondo-ing your mind.

Final Thoughts: Productivity Isn’t Perfection

I want to wrap this up by saying this: productivity isn’t about doing more, faster. It’s about being intentional with your time—so you can focus on what matters to you. Whether that’s launching your dream project, taking better care of yourself, or just getting through your to-do list without crying (been there), these tools are here to help you.

You don’t have to implement everything at once. Maybe just start with one—try time tracking for a week, or make a habit tracker for the month. Progress over perfection, always.

If you want to see these tools in action, check out the video above. And if you have your own favorite tips for staying organized or productive, I’d love to hear them—drop them in the comments or DM me on Instagram @flopereira!

Sending you all the organized, cozy, get-things-done vibes ✨

xo,

Flor