CORE : Stay Productive & Organized with This Simple System in 2025

What if the secret to staying on top of your endless to-do list wasn’t about working harder, but about working smarter? Imagine a system so effective that over 6,600 Googlers—some of the brightest minds in tech, have adopted it to conquer their workloads. This isn’t just another productivity hack or fleeting trend; it’s a proven method designed to help you manage the chaos of tasks, ideas, and information with ease. Whether you’re juggling deadlines, brainstorming your next big idea, or simply trying to stay organized, this system promises to transform how you work, leaving you with more clarity, focus, and time for what truly matters.

In this feature, Jeff Su explains the four-step workflow that’s helped thousands of professionals regain control of their workday CORE : Capture, Organize, Review, and Engage. More than just a set of instructions, this method is a mindset shift, a way to offload mental clutter, prioritize effectively, and stay consistently productive, even on low-energy days. You’ll learn how to adapt it to your favorite tools, from Notion to Apple Notes, and see real-world examples of how it can streamline everything from managing projects to sparking creativity. By the end, you might just find yourself wondering how you ever worked without it.

CORE 4-Step Productivity System

TL;DR Key Takeaways :

A four-step productivity workflow, Capture, Organize, Review, and Engage, was developed to help professionals manage tasks, ideas, and information effectively.
The system emphasizes capturing all information in a trusted tool, organizing it with due dates and tags, regularly reviewing progress, and engaging in focused execution.
It is adaptable across platforms like Notion, To-Doist, Apple Notes, and Google Workspace, making it flexible for various professional needs.
Key benefits include reduced stress, improved focus, better task management, and enhanced workplace efficiency.
By relying on systems rather than willpower, this workflow promotes sustainable productivity and long-term success in managing workloads.

The CORE Workflow: A Four-Step Approach

This productivity system revolves around managing four key types of workplace information: tasks, ideas, notes, and media. The workflow itself is divided into four actionable steps: Capture, Organize, Review, and Engage. Each step is designed to maintain momentum in your work, even on days when energy or motivation is lacking.

Capture: Quickly record tasks, ideas, or information using external tools to ensure nothing is forgotten.
Organize: Assign due dates, tags, or categories to prioritize and clarify your workload effectively.
Review: Regularly revisit captured information to assess progress and ensure follow-through.
Engage: Execute tasks or ideas during dedicated, focused time blocks to maximize productivity.

This structured approach ensures that all information is actionable and that your workflow remains efficient and stress-free.

Breaking Down the Workflow

Let’s explore each step of the system in greater detail to understand how it works in practice.

1. Capture:
The first step is to capture everything. Use tools like Notion, To-Doist, Apple Notes, or even a physical notebook to record tasks, ideas, or notes as they arise. For example, if you’re in a meeting and an action item is discussed, jot it down immediately. The goal is to free your mind by transferring information into a trusted system, making sure that no detail is overlooked.

2. Organize:
Once you’ve captured your information, the next step is to organize it. Assign due dates to tasks, add tags for easy categorization, and group related items. For instance, if you’re preparing for a quarterly business review, you might tag all related tasks under “Business Review” and assign deadlines to ensure timely completion. This step transforms raw information into a clear, actionable plan.

3. Review:
Set aside regular time, such as a weekly review session, to revisit your captured information. During this time, update task priorities, process notes, and ensure nothing has been overlooked. This step is critical for maintaining momentum and preventing tasks from piling up. A consistent review habit ensures that your workflow remains aligned with your goals.

4. Engage:
Finally, engage with your tasks during scheduled time blocks. Treat this time as you would a meeting, protect it from interruptions and distractions. For example, you might dedicate an hour to brainstorming a negotiation strategy or finalizing a presentation. By focusing on one task at a time, you can work more efficiently and with greater clarity.

Master Your To-Do List with This Proven Productivity System

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Why This System Works

This workflow is built on the principle that systems are more reliable than willpower. By relying on a structured process, you can maintain productivity even on days when motivation is low. While adopting the system may require some initial effort, the long-term benefits far outweigh the short-term adjustment. You’ll experience reduced stress, improved focus, and greater efficiency in managing your workload.

Flexible Across Platforms

One of the most valuable aspects of this workflow is its adaptability. It works seamlessly with any tool or platform you prefer. Whether you use Notion for project management, To-Doist for task tracking, Apple Notes for quick ideas, or Google Workspace for collaboration, this system integrates effortlessly. Its flexibility allows you to tailor the workflow to your unique needs and preferences, making sure that it complements your existing habits and tools.

Real-World Applications

To see how this system works in practice, consider these examples:

Managing Tasks: Suppose you’re preparing for a product launch. Capture all related tasks, organize them under a single project tag, review progress weekly, and execute them during scheduled work blocks. This ensures that every detail is accounted for and completed on time.
Handling Ideas: Imagine you’re brainstorming a new marketing strategy. Capture ideas as they come, categorize them for easy reference, review them before presenting to your team, and implement them during the execution phase. This approach ensures that your creative insights are effectively used.

These scenarios demonstrate how the system promotes clarity, follow-through, and efficiency in various professional contexts.

Benefits of Adopting This Workflow

Integrating this productivity system into your routine unlocks several key benefits:

Prevent the loss of important information: By capturing everything, you ensure that no detail is forgotten.
Build habits that compound productivity: Regular reviews and organized workflows create a foundation for long-term success.
Reduce mental load: Offloading tasks and ideas to external systems frees up mental space for strategic thinking.
Promote workplace efficiency: A structured approach helps you focus on priorities and achieve your goals more effectively.

This system enables you to work smarter, not harder, by providing a clear framework for managing your responsibilities.

Tips for Getting Started

To implement this workflow effectively, consider these practical tips:

Schedule regular review sessions: Set aside time each week to process captured information, update priorities, and plan your tasks.
Choose tools that suit your workflow: Opt for platforms that allow for quick capture and long-term organization, such as Notion or To-Doist.
Protect your execution time: Treat your focused work blocks as non-negotiable appointments to minimize distractions and interruptions.

These practices will help you integrate the system into your daily routine and maximize its effectiveness.

Long-Term Impact and Adaptability

This productivity system is not a rigid, one-size-fits-all solution. CORE has been designed to be flexible, allowing you to adapt it to your specific needs, tools, and preferences. By investing time in building this habit, you’ll experience reduced stress, improved workplace efficiency, and consistent progress toward your goals. Over time, the system becomes second nature, allowing you to manage your workload with ease and confidence.

By focusing on systems rather than willpower, you’ll create a sustainable approach to productivity that supports long-term success. Incorporating this workflow into your professional life can transform how you handle tasks and information, giving you the clarity and control needed to thrive in today’s fast-paced work environment.

Media Credit: Jeff Su

Filed Under: Guides

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